How to Apply
A cover letter is required for consideration for this position and should be attached to the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.
Please address your cover letter to Kevin Calhoun, Director.
Questions regarding the position and salary range should be directed to Kevin Calhoun ([email protected]).
Job Summary
The Office of Graduate and Postdoctoral Studies (OGPS) within the Medical School is looking to hire an Events & Office Coordinator. This entry-level position coordinates the logistics for various events and provides administrative support for the office. The Events & Office Coordinator reports to the Events & Office Assistant Director.
The duties and responsibilities for this position can be categorized into five main domains.
- Coordinating the logistics for activities, meetings, and events.
- Producing a weekly newsletter and updating website content.
- Providing administrative support to faculty directors.
- Managing the operations of the office.
- Completing special projects and general administration tasks.
Details of these domains are included below in the responsibility section of the job description.
OGPS provides comprehensive resources and support services to 1,400+ doctoral, master's, and post-baccalaureate students, postdoctoral fellows, and faculty members who train learners and trainees within the medical school. With this many learners and trainees, we host a lot of events. There are between 10 - 15 events per week. They range from simple events such as dissertation defenses, seminars, and workshops to complex events such as cultural celebrations, retreats, and school-wide social events. Therefore, the Events & Office Coordinator is critical in executing all events and ensuring a successful experience for all participants.
Mission Statement
Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.
Responsibilities*
50% Event Planning
Coordinate all logistics related to events and activities across the 11 teams within OGPS, which includes the following:
- Select and reserve location/site.
- Coordinate and order catering/food orders.
- Manage registration and attendee tracking.
- Coordinate A/V arrangements and support for in-person, virtual, and hybrid events.
- Coordinate travel and lodging arrangements.
- Develop meeting agendas and travel itineraries.
- Coordinate with the OGPS Marketing Communications Specialist to create fliers and announcements for publication on the website and in the newsletter.
- Set up and wrap up for events.
- Purchase materials, track expenses, and reconcile budgets.
- Process and submit expense reports in a timely and accurate fashion.
10% Communication & Website Management
Manage the newsletter and website for the Neuroscience Graduate Program only, which includes the following:
- Maintain and update the internal Sharepoint website.
- Generate and distribute weekly news summaries.
- Coordinate with the OGPS Marketing Communications Specialist to request changes and provide event information for the external website.
- Onboard new faculty and students to the external website, internal Sharepoint website, and listservs.
10% Administrative Support
Provide administrative support to the faculty program directors with OGPS, which includes the following:
- Calendar management
- Travel arrangements
- Travel expense reports
- Meeting coordination
10% Office Administration
Manage the day-to-day tasks and operations of the office to ensure efficiency and productivity, which includes the following:
- Welcome and support visitors, students, faculty, and staff.
- Answer phone and office email.
- Provide information and directions and handle inquiries.
- Monitor and maintain the appearance of public and shared office space.
- Maintaining office calendar.
- Approve room scheduling requests.
- Order hosting and office supplies.
- Manage inventory of promotional items.
20% Special Projects & General Administration
Performs additional projects and administrative work, which includes the following:
- Responsible for the overall management, performance, and completion of ad hoc special projects related to the team's work.
- Collaborate with various team members on projects.
- Pursue professional development opportunities.
- Complete ad hoc administrational tasks.
- Perform additional duties and responsibilities as assigned.
Skills You Have
- A knack for staying organized and planning ahead
- Strong attention to detail
- Strong written and verbal communication skills
- Work well independently and in a team environment
- Effective prioritization and multitasking skills
- Passionate about supporting students and learners
Required Qualifications*
- Bachelor's degree
- 1+ years of experience in student and academic affairs, services, administration, or similar functional areas
- 1+ years of experience managing projects or event planning
Work Schedule
- This is a full-time position.
- The anticipated work schedule is Monday-Friday, 8:00-5:00 PM.
Modes of Work
Positions that are eligible for hybrid or mobile/remote work mode are at the discretion of the hiring department. Work agreements are reviewed annually at a minimum and are subject to change at any time, and for any reason, throughout the course of employment. Learn more about the work modes.
This position has a hybrid schedule. Depending on the events schedule for the first six months, it will work at least three to four days a week in the office, one day in the OGPS suite, and two days in the Neuroscience Graduate Program suite.
After 6 months, the plan is to reduce the office days to 2-3 days a week depending on the events schedule.
Background Screening
Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Report Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.
Application Deadline
Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.