Event and Communication Coordinator

2 weeks ago

Ann Arbor, United States University of Michigan Full time

Mission Statement

The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future.

Responsibilities*

* During the academic year, percentages may vary depending on departmental needs. 

Event Planning and Support - 60%

Organize and coordinate in-person and virtual event logistics for departmental receptions, seminars, colloquia, and lectures, including, but not limited to, catering, venues, audio/visual and IT needs, Zoom set up, travel, and honorarium payments. Utilize internal tracking mechanisms in order to ensure all team members are aware of the status of events. Provide in-person coverage for events as needed. Communicate with organizers and invited guests regarding event logistics and travel (including flights, ground transportation, lodging).

Create and send detailed itineraries for all guests coming to campus in collaboration with faculty and staff organizers.

Set up events and break-down of events.

Communicate clearly and consistently with faculty and staff organizers, ensuring organizers are aware of and understand the arrangements for events. Consult with CA as issues arise and develop a communication plan with faculty organizers. 

Develop budgets in collaboration with CA/faculty organizers, track expenses, and maintain budget spreadsheets.

Ensure pictures are taken at departmental events for historical purposes and used in newsletters or websites.

Website and Social Media Support - 30%

Collaborate with staff and faculty in the units to pursue and produce content for the websites, newsletter, and social media platforms (including Instagram, Twitter and Facebook). This includes new hire announcements, interviews of faculty and graduate students, maintenance of faculty research profiles, announcing faculty publications, and reporting on grants or awards received by faculty. 

Develop and support social media strategy through strategic messaging and creative solutions to increase engagement with undergraduate and graduate students, faculty and the broader community/public.

Strategically evaluate unit websites to ensure it is reaching its intended audiences through the content and layout of the site. Make recommendations for and/or implement updates and changes based on strategic analysis and determined course of action.

Proactively enhance/update websites regularly, identifying and implementing ways to improve its layout and enhance the content.

Analyze social media metrics on a quarterly basis. Make recommendations for new strategies based

on analysis. Provide analysis of the growth and impact of social media presence.

Graphic Design - 10%

Partner with event sponsors (primarily faculty) to design posters, flyers, digital signage, event programs, itineraries and other required materials in support of events organized and sponsored by the units supported by the MLB Thayer Events and Communication Team.

Layout departmental newsletters in collaboration with faculty, staff, and unit administrators; Coordinate printing and mailing.

Coordinate printing of all designed materials, ensure the quality of final products, and pass to departmental staff for final distribution.

Develop relationships with faculty, graduate students, and staff in order to develop and enhance the content of publicity materials by understanding the Departments? audiences.

Serve as an active participant in publicity planning.

Other related duties as assigned.

Required Qualifications*

Bachelor's degree in Communication or a closely related field

2-4 years experience organizing and coordinating events

Experience using graphic design software and digital products for business/educational purposes

Knowledge of best practices for creative designs to enhance the work and missions of partner departments

Experience with Zoom, Google, and Microsoft Office suites of products.

Experience with website maintenance

Experience using social media for community building and event promotion 

Self-starter able to work with limited direction

Extremely high attention to detail

The ability to work in a fast-paced and dynamic environment with multiple and, sometimes, conflicting priorities

Demonstrated ability to work as a member of a team, fostering positive relationships and communication

High level of oral and written communication skills with previous experience editing and proofreading copy for public dissemination

The person in this position frequently communicates with individuals for whom English is not their first language; he or she must be able to exchange accurate information in these situations.

Proven ability and willingness to work with diverse populations

Ability to navigate the complex scenarios that often arise when working for multiple units and supervisors.

The person in this position must have the ability to move across campus easily, moving a cart of equipment, food, or other items needed for setting up an event. The ability to move a cart weighing up to 50 pounds is required, as well as the ability to move 10-15 pounds of such items if needed. The chosen candidate must have the ability to physically set up and tear down for events, including moving and arranging tables, chairs, and mobile equipment. This position requires the ability to move materials weighing up to 25 pounds to a height of 3-4 feet and set them on tables, carts, or other surfaces.

Desired Qualifications*

Two or more years experience working in a higher education setting.

Two or more years of experience planning events in a higher education or corporate setting.

Formal training in graphic design with experience in the Adobe suite of products

Experience using various forms of social media such as Instagram, Facebook, and LinkedIn, along with content distribution platforms such as Sprout Social, MailChimp

Experience using AEM to support website design and management

Work Schedule

Please Note: This position is % (40 hrs per week) 44 weeks per year, and 80% (32 hrs per week) eight weeks per year (June and July).

This position works a hybrid schedule of remote (up to 2 days per week) and in-person days. Flexibility is required in order to be present on campus as needed to complete job responsibilities.

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