Dean's Office Events Manager

How to Apply

A cover letter is required for consideration for this position and should be attached as 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.

Job Summary

The University of Michigan Medical School Dean's Office is seeking an experienced, highly organized, and service-oriented Events Manager to provide comprehensive planning, coordination, and execution of high-visibility events sponsored by or closely associated with the Dean's Office.

Reporting to the Manager of the Executive Search and Project Team in Medical School Administration, this position will manage a portfolio of events including lectures, awards programs, symposia, faculty and staff engagement events, candidate visits and presentations, recognition events, and other special initiatives. The Events Manager will serve as the central point of coordination for event strategy, logistics, budgets, vendor management, communications alignment, stakeholder engagement, and post-event evaluation.

The ideal candidate is an experienced event professional with strong project management skills, excellent attention to detail, sound judgment, and the ability to work effectively with senior leaders, faculty, staff, vendors, and cross-functional partners. This role requires a proactive, collaborative individual who can manage multiple priorities, anticipate needs, solve problems, and deliver polished, inclusive, and well-executed events that reflect the professionalism and strategic priorities of the Dean's Office.
 

Responsibilities*

Event Strategy and Planning

• Develop and maintain an annual calendar of Dean's Office events, programs, and special initiatives.
• Partner with Dean's Office leadership and Medical School Administration colleagues to define event goals, audiences, timelines, formats, and success measures.
• Coordinate event planning timelines, task lists, run-of-show documents, production schedules, and related planning tools.
• Recommend event formats, venues, vendors, engagement strategies, and logistical approaches based on event goals and audience needs.
• Proactively identify opportunities to improve event quality, consistency, efficiency, and stakeholder experience.

Logistics and Event Execution

• Manage event logistics including venue selection, room reservations, catering, audio-visual needs, parking, signage, registration, seating, name tags, printed materials, and day-of coordination.
• Serve as the primary point of contact for internal service providers and external vendors.
• Staff events as needed and oversee on-site execution to ensure a smooth, professional experience for attendees, speakers, honorees, and senior leaders.
• Develop run-of-show documents and briefing materials for speakers, presenters, Dean's Office leadership, and other key participants.
• Coordinate contingency plans for weather, technology issues, speaker changes, attendance shifts, or other event-related needs.
• Travel Arrangements: Coordinate complex travel itineraries, including flights, accommodations, ground transportation, and related logistics, ensuring seamless and efficient travel experiences.

Budget and Vendor Management

• Develop, monitor, and track event budgets in partnership with Medical School Administration and finance colleagues.
• Process or coordinate purchasing, contracts, invoices, reimbursements, and related financial transactions.
• Maintain preferred vendor lists, historical cost data, and recurring event budget information.
• Identify opportunities for cost savings and efficiencies across recurring events.
• Ensure compliance with university and Michigan Medicine procurement, finance, and vendor management policies.

Stakeholder Coordination

• Collaborate with partners across communications, marketing, development, faculty affairs, administrative units, department representatives, facilities, IT, audiovisual teams, and other stakeholders.
• Coordinate with speakers, award recipients, faculty leaders, staff honorees, external guests, donors, alumni, and institutional leaders as appropriate.
• Ensure the Dean and other senior leaders receive appropriate event support, briefing materials, schedules, and logistical details.
• Provide responsive, professional customer service to internal and external partners.

Communications, Registration, and Participant Support

• Partner with communications and marketing colleagues on invitations, promotional timelines, event webpages, programs, remarks, slides, signage, and follow-up messages.
• Manage or coordinate RSVP and registration processes.
• Track attendance and engagement data and prepare participant reports as needed.
• Support post-event surveys, stakeholder feedback collection, and other evaluation activities.
• Ensure event communications are timely, accurate, accessible, and aligned with Dean's Office standards.

Process Improvement and Evaluation

• Establish templates, checklists, timelines, planning calendars, and standard operating procedures for recurring Dean?s Office events.
• Conduct post-event debriefs and document lessons learn
• Track metrics such as attendance, budget performance, stakeholder satisfaction, audience reach, accessibility practices, and participant feedback.
• Recommend improvements to strengthen future event planning, execution, and impact.
• Promote consistency, accessibility, inclusion, and continuous improvement across the Dean's Office event portfolio.
   

Required Qualifications*

• Bachelor's degree or equivalent combination of education and experience.
• 4-6 years of progressively responsible event planning, special events, program coordination, or project coordination experience.
• Experience managing complex events involving multiple stakeholders, timelines, vendors, and logistical components.
• Strong project management, organizational, and communication skills.
• Demonstrated ability to manage multiple events, projects, and deadlines simultaneously.
• Experience developing event timelines, budgets, run-of-show documents, planning tools, and logistics plans.
• Strong customer service orientation and professional judgment.
• Ability to work effectively with senior leaders, faculty, staff, external guests, vendors, and cross-functional teams.
• Demonstrated attention to detail and ability to anticipate needs, solve problems, and follow through independently.
•  Proficiency with standard office productivity tools such as Microsoft Office, Google Workspace, or similar platforms.
• Ability to work occasional early mornings, evenings, or weekends based on event schedules.
   

Desired Qualifications*

• Experience coordinating high-profile events involving senior leaders, faculty, donors, alumni, speakers, or external guests.
• Familiarity with University of Michigan or Michigan Medicine procurement, finance, registration, communications, or vendor management processes.
• Experience with hybrid and virtual events, registration platforms, event management systems, audiovisual coordination, or webinar platforms.
• Experience planning faculty/staff engagement events, awards ceremonies, lectures, symposia, conferences, retreats, or recognition programs.
• Knowledge of accessibility, inclusive event practices, dietary accommodations, and audience-centered event design.
• Experience creating event templates, standard operating procedures, post-event reports, or continuous improvement processes.
• Demonstrated ability to work with discretion, diplomacy, and professionalism in a complex organization.
   

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world's most distinguished academic health systems.  In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

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.

Work Schedule

This is a full-time position. Standard work hours are Monday through Friday, with occasional early morning, evening, or weekend hours required based on event schedules. A hybrid work arrangement may be available, but the role will require regular on-site presence for event planning, preparation, and execution.

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 any time after the minimum posting period has ended.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.