Event and Project Specialist

University Of Michigan; Ann Arbor (MI); Hybrid; USD 52,000 - 78,000; Full time

Job summary

University of Michigan's ADVANCE Program seeks an experienced meeting and event coordinator to manage an average of 3-5 events per month across in-person, virtual, and hybrid formats. You will work with project managers, faculty leads, and the programming team.

Responsibilities include venue coordination, catering, materials, invitations, accessibility accommodations, and day-of support. The role emphasizes collaboration, organization, and clear communication within an academic setting.

Qualifications

• Bachelor's degree or equivalent education and experience.
• Two years of event management experience in in-person, virtual, and hybrid formats.
• Experience in an academic environment, preferably with faculty.

Responsibilities

• Coordinate and manage 3-5 events per month, including in-person, virtual, and hybrid formats.
• Arrange venues, catering, and payment; prepare materials with facilitators; manage invitations.
• Provide day-of-event support and post-event activities.
• Coordinate cross-team projects to develop core programming content and outreach strategies.
• Support accessibility needs and accommodate dietary restrictions for participants.

Skills

Meeting & event management

Project coordination

Written & verbal communication

Attention to detail

Independent work

Education

Bachelor's degree or equivalent education and experience

Tools

Qualtrics

Monday.com

Microsoft Office

Google Workspace

Job description

For full consideration, please submit all of the following documents. Your cover letter and resume should be combined into 1 PDF file before uploading due to system requirements.

• 1-page cover letter should address your specific interest, outline skills, and experiences that directly relate to the required qualifications noted in the job posting.
• Your resume should include a summary of your qualifications as well as your relevant experiences.
• To help us understand your current skill set and how it fits into the existing skills across the team at ADVANCE, we require each applicant to complete the Skills Survey .

Who We Are

For 20+ years, the ADVANCE Program has pioneered research and programming aimed at improving faculty recruitment, climate, retention, and leadership development. Beginning in 2002 with an ADVANCE Institutional Transformation grant from the National Science Foundation and transitioning to Provost's Office funding in 2007, the nationally recognized program serves all U-M faculty on campus in four distinct areas:

• Recruitment - development, and use of equitable recruiting practices
• Workplace Climate - focused on the improvement of unit climate
• Retention - preemptive strategies to prevent the loss of valued faculty
• Leadership Development - skill and career development for faculty leaders at all levels

Our 15+ person team supports these four areas through research and evaluation, programming, and administration efforts. The ADVANCE Program is committed to the University of Michigan's core values . Visit our website to learn more about our work and the team.

Job Summary

In this position, you will provide highly visible and essential meeting and event management for the ADVANCE Program. You will work closely with the team, project managers, and faculty leads to execute an average of 3-5 total events per month (one generally a larger scale "event," with the rest being smaller scale "meetings"). These events will support a wide range of ADVANCE programs, including our faculty Networks, Launch, RISE, STRIDE Committees, U-M's Presidential Postdoctoral Fellowship Program, internal team meetings and events, and other ADVANCE initiatives. Some of these events are fully in-person, others are fully virtual, and some are hybrid. Events are Monday through Friday, with some scheduled in the evening. You will also contribute to defining and developing core programming content for ADVANCE in collaboration with leadership and programming team colleagues, focusing on innovative ideas and approaches to engage with our faculty networks and other ADVANCE initiatives.

• Arrange event space, including contract oversight and coordinating payment
• Determine catering, obtain estimates and menu options, and arrange payment
• Coordinate with facilitators in the preparation of presentation materials
• Manage the invitation process
• Prepare and distribute additional event materials and files
• Attend to event participants' needs for accessibility/accommodations and dietary restrictions

Day-of-event support (20%)

• Oversee the preparation of the facility, including set up, staffing, and tear-down for in-person events
• Ensure the event checklist is followed, and event resources are brought to the event as needed
• Support the virtual event experience
• Respond to various requests for participants, speakers, etc.
• Ensure accurate attendance is collected

Post-event activities (10%)

• Provide post-event support

Coordinate projects in support of faculty programs (committees and events) (35%)

In partnership with leadership, project managers, and ADVANCE colleagues, collaborate to:

• Define and develop core programming content
• Establish and execute implementation plans
• Coordinate with the Research team to assess and evaluate project performance
• Plan and execute meetings and events
• Collaborate with the Communication and Marketing Specialist to determine and execute outreach and marketing strategies

Additional program support (10%)

• Communicate and resolve issues with vendors, colleagues, presenters, participants, etc.
• Contribute to the development of promotional information
• Maintain records of program participants
• Maintain shared materials/resources and stakeholder access
• Take notes and develop minutes, as requested

Required Qualifications*

• Bachelor's degree or equivalent education and experience, e.g., high school diploma plus four years relevant work experience
• Two (2) years of event management experience, including a variety of formats (e.g., in-person, virtual and hybrid), awareness of accessibility needs, practices and accommodations and project management and administrative support
• Prior work experience in an academic environment, ideally working with faculty
• Demonstrated success in prioritization and managing competing deadlines
• Excellent writing ability and verbal communication skills
• Tech Savvy, with an aptitude for or familiarity with various software (e.g., Qualtrics, Monday.com, Microsoft Office (Word, Excel) products, and Google Collaboration software or similar technologies)
• Well-organized and detail-oriented
• Demonstrated ability to build strong, collaborative relationships and work independently to accomplish objectives

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 .

Application Deadline

Job openings are posted for a minimum of seven calendar days.The review and selection process maybegin as early as the eighth day after posting.Thisopening 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.