Meetings/Special Events Mgr

Michigan Medicine; Ann Arbor (MI); On-site; USD 65,000 - 100,000; Full time

Job summary

Michigan Medicine is seeking a Meetings/Special Events Manager to plan and execute academic events for faculty, staff, learners, and the community. The role requires strong organization, vendor management, and on-site leadership for large meetings, workshops, and conferences at our main campus and venues.

The position emphasizes collaboration with the Department Chair and Communications Office, ensuring a robust events portfolio while maintaining top standards of excellence and attention to

Qualifications

• Bachelor's degree and a minimum of 3 years' experience planning, managing and executing events from small to large conferences.
• Demonstrated project management and organizational skills with strong attention to detail.
• Excellent communication and interpersonal skills with diverse stakeholders.
• Team-oriented, flexible and customer-service oriented.
• Ability to manage multiple projects with tight deadlines.
• Proficiency with MS Office and Google applications.

Responsibilities

• Plan in-person and virtual events, handling speaker arrangements, hotels, AV, catering, and vendor management.
• Serve as event lead and primary contact on event day and coordinate communications.
• Collaborate with Chair and Communications Office to diversify events portfolio.
• Provide expertise on space, vendors, and event proposals; prepare marketing materials.
• Prepare agendas, informational materials, and distribute to stakeholders.
• Oversee setup, vendor coordination, and on-site hosting; support conferences.

Skills

Event planning

Project management

Communication

Teamwork

Multitasking

MS Office & Google apps

Independent work

Education

Bachelor's degree

3+ years of events planning experience

Tools

Adobe Creative Suite

Job description

Mission Statement

Michigan Medicine improves the health of patients, populations and communities through excellence in education, patient care, community service, research and technology development, and through leadership activities in Michigan, nationally and internationally. Our mission is guided by our Strategic Principles and has three critical components; patient care, education and research that together enhance our contribution to society.

Job Summary

The Department of Surgery invites applications for the position of Meeting/Special Events Manager to plan and implement events that serve faculty, staff, learners, and the greater community. This position is part of the Department of Surgery Communications team. The Meetings/Special Events Manager will be responsible for the Department's academic events, including large meetings, workshops, scientific conferences, celebrations, and some staff events.This is a demanding position that requires the highest standards of excellence, attention to detail, and flexibility. Characteristic duties and responsibilities may change over time to reflect the evolving needs and priorities of the Department. This position requires significant on-site time at our main medical campus and at relevant event venues.

Event Planning

• Plan in-person and virtual events by carrying out logistics including but not limited to speaker arrangements, hotel accommodations, audio visual needs, room reservations, site designs, facility arrangements, catering, parking, transportation, and other vendor services.
• Serve as event lead and primary point of contact on the day of events.
• Work with the Department Chair and Communications Office to ensure that the Department is developing and providing a well-rounded portfolio of events.
• Serve as the expert on physical space, vendors, and other aspects of events. Make recommendations and present event proposals.
• Prepare relevant informational materials, event descriptions, marketing copy and invitation text in collaboration with the Communications Office. Assemble components for announcement and digital marketing related to events and meetings; coordinate the mailing, emailing of save the date communications, invitations, confirmations and meeting packets. Oversee the printing of name tags, place cards, table tents and menu cards and their organization for use or distribution at the event when needed.
• Prepare schedules, agendas and informational material for events and distribute those to stakeholders and service providers as necessary.
• Provide oversight of site set-up, vendor arrangements, and hosting assistance during in-person and virtual events.
• Support recruitment conferences and other professional society events including promotion of our speakers on social media, and hosting in-person or virtual booths.

Administrative

• Maintain data for all events, track individual participant records and their response status. Generate reports on a scheduled and as-needed basis, host debrief meetings, manage post-event surveys and evaluations.
• Obtain quotes, manage budgets, secure and facilitate contracts, and provide P-card reconciliation.
• Monitor and manage use of office inventories (invitations and other paper stock, badge holders and gift items). Reorder as needed.
• Respond to telephone, e-mail, mail, or in-person inquiries about events, providing information and interpreting policies and procedures.
• Oversee the coordination of section level events and provide guidance, best practice guides and consultation services to sections/groups who need assistance hosting their own events.
• All other duties as assigned by supervisor.

Communications

• Work with the communications team to develop communication packages, promotion toolkits, web content, social media campaigns, and other digital promotions for events and other projects when needed.
• Support internal communications to the department including monthly e-newsletters, email announcements, etc.

Required Qualifications

• Bachelor's degree and a minimum of 3 years' experience with planning, managing and successfully executing events from small-scale to large events including conferences or an equivalent combination of education and experience
• Demonstrated project management and organizational skills with strong attention to detail
• Excellent communication and interpersonal skills including diplomacy, discretion, and proven ability to successfully interact with a diverse group of people
• Team-oriented, flexible and customer-service oriented
• Demonstrated ability to manage multiple projects with tight deadlines
• Proficiency in MS Office applications (Outlook, Word, Excel, PowerPoint) and Google applications
• Ability to work effectively in a fast-paced environment and prioritize effectively
• Ability to work independently and to exercise initiative

Desired Qualifications

• Proficiency in Adobe Creative Suite (InDesign, Photoshop, Illustrator)
• Experience working within an academic environment
• Demonstrated email and social media marketing experience related to event promotion
• Demonstrated ability and experience working successfully with vendors
• Knowledge of University policies, procedures and regulations

Why Join Michigan Medicine?

Michigan Medicine is one of the largest health care complexes in the world and has been the site of many groundbreaking medical and technological advancements since the opening of the U-M Medical School in 1850. Michigan Medicine is comprised of over 30,000 employees and our vision is to attract, inspire, and develop outstanding people in medicine, sciences, and healthcare to become one of the world?s most distinguished academic health systems. In some way, great or small, every person here helps to advance this world-class institution. Work at Michigan Medicine and become a victor for the greater good.

What Benefits can you Look Forward to?

• Excellent medical, dental and vision coverage effective on your very first day
• 2:1 Match on retirement savings

Modes of Work

This position requires being in office regularly, as well as on-site when events occur. Remote work will be at the discretion of the hiring manager.

Additional Information

Physical Demands/ Work Environment

• Requires the ability to travel to various locations to conduct work and deliver materials.
• The person in this position routinely moves materials weighing up to 20 pounds to different locations.
• Domestic travel may be required.
• Will be required to work some early mornings, nights, and/or weekends.

Skills Testing May Be Required.

Background Screening

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 Report 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.

Application Deadline

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