Meetings and Special Events Assistant

University of Michigan; Ann Arbor (MI); On-site; USD 42,000 - 64,000; Full time

Job summary

The University of Michigan in Ann Arbor is seeking a Meetings and Special Events Assistant to provide front desk, sales, catering, and operations support for client groups across campus facilities.

You will educate clients on services, policies, and event details while handling scheduling, room set ups, A/V needs, and related administrative tasks in a fully in-person role.

Qualifications

• Education: High School diploma or GED equivalent.
• Experience: 2+ years in an office environment, such as front desk, or equivalent experience.
• Familiarity with EMS scheduling software, Social Tables, and Team Dynamix.

Responsibilities

• Front Desk and Event Operations: handle inquiries about event space, AV equipment, and catering.
• Administrative Support: manage mail, supplies, and information packets.
• Support scheduling and room setup diagrams; assist student staff; coordinate payments.
• Other duties: participate in meetings and staff training as needed.

Skills

Customer service

Communication

Organizational skills

Problem solving

Multitasking

Education

High School diploma or GED

Associates or Bachelor's Degree

Tools

EMS scheduling software

Social Tables

Team Dynamix

University of Michigan policies

Job description

Job Summary

Department Summary:

Conference and Event Services at the University of Michigan is accepting applications for the position of Meetings and Special Events Assistant. We provide expertise in event management to U-M student organizations, departments, and external groups. As a member of the team, you will provide sales, catering, and operations support for client groups in multiple facilities across the U-M campus. We are committed to promoting a diverse, equitable, and inclusive work environment.

Position Summary:

Manage the gateway of University Unions Event Services and Michigan Union or League Administrative offices by answering and routing customer calls; adeptly handling varied customer inquiries; scheduling events and creatively solving scheduling conflicts; querying clients for fundamental event details; supporting students and their student organization work; supporting event managers and other building staff with administrative assistance, detailing catering and a/v details for some simple events. This role is also critical to educating clients on services and communicating applicable events, facilities, and catering policies.

Responsibilities*

Front Desk and Event Operations (60%)

• Manage phone/email/walk-in client inquiries regarding event space, room setup, audio visual equipment, food service.
• Assist with general building and Conference and Event inquiries.
• Complete online scheduling system user requests and virtual room reservations.
• Update client/scheduling database, including reservations, authorized signers, comments, and violations.
• Support building staff operations and events
• Create diagrams for custom room set ups using an online software system.
• Communicate details for A/V and catering needs for meetings and small events
• Send letters regarding policy violations to facility users
• Continually train and support student staff

Administrative Support (25%)

• Receive packages and sort mail, send return packages.
• Order supplies and maintain office equipment.
• Assemble information packets for prospective clients.
• Help with registration for campus events.
• Ensure that signatures and funds are secured in advance of events.
• Manage payments, including sending payment links, posting payments and refunds, and depositing funds.

Other (5%)

• Participate in team meetings.
• Serve on department and campus-wide committees.
• Participate in staff training and professional development opportunities.
• Report to the Assistant Director for Systems, Training and Service

Required Qualifications*

• Education: High School diploma or GED equivalent
• Experience: 2+ years in an office environment, such as front desk, or equivalent experience

Desired Qualifications*

• Associates or Bachelor's Degree
• Familiarity with EMS scheduling software, Social Tables, and Team Dynamix
• Familiarity with University of Michigan policies

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 .

Additional Information

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.

Relocation will not be offered for this role.

Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):

• Demonstrated personal and professional commitment to diversity and a solid understanding of and appreciation for cultural, ethnic, and individual differences.
• Excellent communication, interpersonal, and organizational skills.
• Advanced experience in providing exceptional customer service with attention to detail.
• Demonstrated ability to problem solve and be adaptable in a fast-paced environment.
• Demonstrated ability to manage multiple priorities and navigate change effectively.

Financial/Budgetary Responsibility:

Responsibility to work within specified budget for ordering of office supplies

Working Conditions:

This role is a fully in person role. Applicants must be able to work and multitask in a fast-paced environment.

Physical Requirements:

The role is required to remain in a stationary position for extended periods.

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.