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Event Manager

2 months ago

Ann Arbor, United States University of Michigan Full time

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. Summary

Reporting to the Assistant Director, with broad latitude for the exercise of independent judgment and initiative within established guidelines, the manager will work with internal, external and student clients and service providers to manage client program logistics. The manager will indirectly supervise support and student staff as dictated by contracted business. Responsibilities*

Operations (50%) Manage the planning and execution of assigned programs, including scheduling and monitoring of all logistical and support service arrangements (dining, catering, facilities, housing, registration, etc.). Manage planning and execution of assigned weddings, family, student, departmental and social events. Collaborate effectively with service providers to secure necessary services on campus, and work with outside service providers on behalf of clients. Negotiate on behalf of clients and engage services of campus and non-campus services providers to support programs. Work collaboratively with the sales team; engage in file turnover meetings once the Sales team contracts business. Maintain program data in event management software; exercise diligence in updating program confirmations (added billable items, price changes and customer driven changes) and ensure signatures and funds are received within appropriate timelines. Assist and provide other support to conference operations as assigned. Assist onsite for programs as assigned by Associate Director of Operations and as dictated by client contract. Financial (20%) Accountable for creation and execution of program budgets. Authorize payments for materials, services, and other event related expenses. Assist with the client billing process (audit and approve billing). Assist with client file set-up per established guidelines. Sales (15%) Respond to inquiries from returning clients regarding the use of facilities and services for conferences; log event details in event management database. Work with the sales team to ensure optimized summer space occupancy. Assist with the development of bid proposals and budgets, and contracts for new and returning business; process executable contracts. Stay aware of market trends and assist with changes as determined. Other (15%) As a member of Conferences & Events and the Division of Student Affairs, serve on various committees and work teams as requested. Attend and participate in staff training and professional development opportunities. Other duties as assigned. Direct reports The manager will indirectly supervise support and student staff as dictated by contracted business. Additional Information Selected candidates whose start date is after 4/1/2024 or before 8/31/2024 will not be eligible for the university FY 24-25 salary/merit plan unless otherwise notified. This role may have reporting obligations under Title IX and Clery. Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas. Salary may vary depending on qualifications, experience, and education of the selected candidate. Required Qualifications*

Bachelor's degree and a minimum of 2 years of event management experience or an equivalent combination of education and experience. Excellent partnering skills and initiative experience including the ability to work in cooperation with staff, meet deadlines, excellent interpersonal skills, and a demonstrated aptitude in handling and resolving details. Working knowledge and proven experience with Microsoft Office Suite (to include Word, Excel, PowerPoint) and Google Suite. Ability to work under pressure and handle multiple projects with proven accuracy, productivity, and high success rates. Desired Qualifications*

Wedding planning experience. Experience in or strong familiarity with higher education. Experience in conference planning. EMS, Social Tables or other event management software experience. Additional Information

Working conditions Early mornings, evenings and weekend hours will be required. On occasion, will be expected to work weekends, early mornings and evenings/late nights. In addition, this job may occasionally require more than 40 hours a week. Physical requirements Manager is required to remain in a stationary position for extended periods of time, transport heavy objects occasionally.

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