Events Coordinator

University Of Michigan

Ann Arbor (MI)

Hybrid

USD 42,000 - 61,000

Full time

4 days ago

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Benefits offered by this job

Hybrid work arrangement

Free on-site parking

Job summary

University of Michigan is seeking an experienced Events Coordinator for Michigan Medicine in Ann Arbor. This role focuses on planning and executing donor and alumni events, managing guest lists, contracts, and logistics.

The position supports fundraising efforts and collaborates across departments to achieve strategic goals. The candidate will work in a hybrid environment with some early mornings, evenings, and weekend commitments.

Qualifications

Minimum 2 years in fundraising, development, or event strategy and execution.
Ability to run events independently and with a team.
Strong verbal and written communication capabilities.
Proficient with MS Office and Google Suite.
Shows initiative and prioritizes tasks in a fast-paced setting.
Ability to build relationships with internal and external stakeholders.
Maintains high standards of confidentiality, integrity and ethics.
Leads effectively in a team-driven environment.
Experience managing vendor relationships and negotiating contracts.
Excellent punctuality, detail orientation, and organizational skills.
Able to manage multiple deadlines and work across shifts.
Maintains donor-centric demeanor throughout engagements.
Lifts and moves equipment up to 25 pounds as needed.
Flexible schedule including mornings, evenings, and some weekends.
Reliable transportation and internet access.

Responsibilities

Plan and execute a portfolio of stewardship and cultivation events.
Coordinate facility arrangements, catering, lodging, and transport for events.
Maintain databases for events and guest lists, track responses and dietary needs.
Produce communications and collateral materials for events.
Build strong relationships with internal and external stakeholders.
Develop and refine event processes and procedures.
Negotiate contracts on behalf of Michigan Medicine Development.
Track event expenses, vendor invoicing and payments; reconcile P-Card usage.
Allocate time to events to justify resource distribution.
Engage in strategic discussions to move donors along the donor continuum.
Collaborate with internal offices to maximize event impact.
Foster a culture focused on delivering value to stakeholders.

Skills

Fundraising experience

Event planning

Communication skills

MS Office

Google Suite

Project management

Vendor management

Negotiation

Attention to detail

Time management

Team leadership

Confidentiality

Donor-centricity

Mobility (25 lbs)

Flexible scheduling

Education

Bachelor's degree or equivalent in events/academia

Tools

MS Office

Google Suite

Job description

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Michigan Medicine is a groundbreaking organization for many reasons, and much of the work that we do is made possible because of philanthropy. Annually, the MM Office of Development raises an average of $250 million, which helps us to be a change agent for the world. The Office of Development supports a culture of flexibility, and a hybrid work arrangement is possible for this position.

Working closely with the Senior Assistant Director of Events, this position will act as a contributing member of the events team by providing high-quality event experiences to donors and alumni of Michigan Medicine. The events team is responsible for producing all fundraising, stewardship, cultivation, donor, and Medical School events, as well as overseeing the community fundraising programs with a primary focus on driving donor acquisition and prospect engagement via third-party events. This individual will work in a highly collaborative manner with many different facets of the organization to advance the overall fundraising goals of the University of Michigan.

This position requires the highest standards of excellence in event planning and execution necessary to represent Michigan Medicine to donors, alumni, leadership, faculty and staff. The ideal candidate will possess excellent leadership and motivational abilities, be able to work independently, and prioritize tasks within a fast-paced, team-oriented environment.

Responsibilities*

Plan and execute a portfolio of smaller-scale stewardship and cultivation events, committee meetings, and professorship events, including the management of guest lists, tracking responses and dietary restrictions, assembling mailings, printing day-of materials, and providing on-site support at events.
Coordinate and assist in various aspects of event planning such as facility arrangement, catering, lodging and transportation needs, and other tasks associated with large-scale events.
Assist in maintaining databases for events; support the data management of guest lists, response tracking, dietary restrictions, print name tags and place cards.
Aid in the creation of communication and event collateral materials; for example, invitations, sponsorship materials, confirmation information, event programs, and signage (digital and print).
Build strong working relationships with internal and external constituency groups to accomplish shared goals.
Create and evaluate processes and procedures for the team, including improving on existing processes and procedures and creating new as needed.
Negotiate contracts on behalf of the Michigan Medicine Development office
Track event expenses, vendor invoicing and payments, and conduct P-Card reconciliation.
Allocate time in an appropriate fashion to events; track time to justify the allocation of resources to certain types of events
Engage in strategic discussions pertaining to events, developing event constructs that support movement of donors along the donor continuum.
Develop collaborative relationships within the MI-Med Development Office Cores, Executive Vice President of Medical Affairs (EVPMA), and Associate Deans offices.
Promote a team culture and envision event constructs that will deliver the most strategic value to our stakeholders, alumni, donors, and faculty.
Other Duties as Assigned

Required Qualifications*

At least 2 years of progressively responsible roles in fundraising, development or event strategy and execution.
Proven ability to execute events independently and with a team.
Excellent verbal and written communication skills.
Knowledge and experience using MS Office and Google Suite programs.
Shows initiative and can prioritize tasks within a fast-paced work environment.
Demonstrated ability to develop working relationships with internal and external constituents.
Demonstrated ability to exercise a high degree of judgment and diplomacy, and an impeccable commitment to confidentiality is required, as well as the highest integrity and ethics.
Demonstrated ability to lead in a team-driven environment.
Experience managing vendor relationships and effectively negotiating contracts.
Punctuality, great attention to detail, and excellent organizational skills are required.
Ability to set and meet multiple deadlines and priorities simultaneously; ability to work independently and interactively.
Highly professional and donor-centric demeanor.
Routinely lifts/moves equipment and supplies weighing up to 25 pounds to event venues for event execution needs; Must be able to remain in a stationary position during the entire shift and move throughout event venues to execute events.
Ability to work early mornings, evenings, and weekends, as well as occasional extended-hours workdays during high-volume times.
Candidate must have access to reliable transportation and the internet.

Desired Qualifications*

Bachelor's degree and equivalent combination of experience in academia or professional event management.
Familiarity with the University of Michigan and/or Michigan Medicine.
Reasonable knowledge of university policies and procedures, protocols, and organization of Michigan Medicine
Prior experience in development, academic, and/or fundraising event management preferred.
Experience using database systems.

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 Locations

The on-site location for this position is an office suite in the 777 Building. This provides free, on-site parking for staff.
On-site work will be required during and leading up to in-person events.
The Office of Development supports a culture of flexibility, and a hybrid work arrangement is possible for this position. On-site work will be required during and leading up to in-person events.
Ability to work early mornings, evenings, and weekends, as well as occasional extended-hour workdays during high-volume times.

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 Reporting 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.

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.

Job Opening ID

283536

Working Title

Events Coordinator

Job Title

Meeting/Event Coord Non Profit

Work Location

Michigan Medicine - Ann Arbor

Modes of Work

Hybrid

Full/Part Time

Full-Time