UGED Events Specialist

University Of Michigan; Ann Arbor (MI); On-site; USD 45,000 - 65,000; Full time

Job summary

The University of Michigan is seeking an Events Specialist to coordinate and execute a diverse slate of UGED events for students, staff, and the LSA community. You will partner with UGED units from concept through execution and support college-wide events and administrative needs.

You will manage timelines, budgets, vendors, ROS plans, and on-site support, with a strong focus on engaging experiences and cross-functional collaboration within a dynamic team.

Qualifications

• Bachelor's degree in event management, business, communications, hospitality, or related field, or equivalent combination of education and experience.
• 3-5 years of progressively responsible experience coordinating and planning events, programs, or projects.
• Exceptional organizational skills and demonstrated attention to detail.
• Ability to manage multiple events and projects simultaneously, including coordinating timelines, logistics, vendors, and event details.
• Ability to work effectively in a fast-paced environment with diverse constituents.

Responsibilities

• Coordinate events and programming from initial concept through post-event follow-up.
• Organize and schedule planning meetings and track timelines and deliverables.
• Coordinate with external vendors (caterers, audiovisual, florists, photographers).
• Create event run-of-show (ROS) plans and document logistics and vendor info.
• Assist with budget preparation, funding tracking, and reimbursements.
• Collaborate with marketing to ensure branding and communication of events.
• Provide on-site event support for college-wide activities.
• Coordinate financial activities with the LSA Business Office and handle documentation.

Skills

Organizational skills

Detail-oriented

Multi-project management

Communication

Education

Bachelor's degree in relevant field

Tools

Google Workspace

Job description

The Events Specialist will coordinate and execute a wide variety of UGED events and programs, with a focus on creating engaging and thoughtful experiences for students, staff, and other members of the LSA community. This position will work closely with UGED units to coordinate events from initial concept through execution and will also assist with college-wide student and staff events and administrative needs. The Events Specialist reports to the Event Operations and Communications Manager and serves as a collaborative member of a creative and forward-thinking team.

Responsibilities*

Event Planning (80%)

• In partnership with UGED unit staff, coordinate events and programming from initial concept through post-event follow-up, helping develop event activities and coordinating logistics, vendors, and event details
• Organize and schedule event planning meetings and utilize internal tracking mechanisms to keep planning team members informed of timelines, project status, and deliverables
• Coordinate with external vendors such as caterers, audiovisual providers, florists, photographers, and other event vendors
• Create event run-of-show (ROS) plans for each event to ensure the team can successfully execute events by documenting pre-event and post-event logistics, event timing, and vendor information
• Assist with budget preparation and projections, track funding, and monitor event budgets
• Collaborate with internal marketing colleagues to ensure that events are appropriately branded and communicated

College-Wide Event Support (10%)

• Work closely with colleagues leading college-wide student and staff events to support brainstorming and development of event ideas, activities, and plans
• Attend and provide on-site event support
• Coordinate event-related financial activities with the appropriate LSA Business Office, including submitting shortcode hosting documentation and reimbursement requests
• Provide additional administrative support as needed

Required Qualifications*

• Bachelor's degree in event management, business, communications, hospitality, or related field, or equivalent combination of education and experience
• 3-5 years of progressively responsible experience coordinating and planning events, programs, or projects
• Exceptional organizational skills and demonstrated attention to detail
• Ability to manage multiple events and projects simultaneously, including coordinating timelines, logistics, vendors, and event details
• Ability to work effectively in a fast-paced, dynamic environment with multiple and sometimes competing deadlines, while collaborating with a wide variety of constituents, including faculty, staff, students, and external partners

Desired Qualifications*

• Experience working with event management, project management, or collaboration tools to track timelines, tasks, budgets, and deliverables
• Experience tracking event budgets, processing financial transactions, and working with institutional financial systems
• Ability to identify opportunities to improve event processes, systems, and workflows
• Demonstrated creativity, resourcefulness, and willingness to take initiative in developing new approaches to events, programming, and team processes
• Advanced skills using Google Workspace tools, including Google Drive, Docs, Sheets, Calendar, and Forms

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 Schedule

Monday-Friday, days. Some weeknights (~6 per year) and Saturdays (~2 per year)

Work Locations

LSA Building , 500 S. State St., Ann Arbor, MI 48109. This position is hybrid and currently requires at least 1 day in the office a week and, on occasion, may require additional days depending on event support needed.

Additional Information

Some event support responsibilities require moving materials weighing up to 35 pounds, transporting supplies using carts across campus, remaining in a stationary position for extended periods, and interacting with large groups, including events serving more than 1,000 members of the U-M community.

As one of the world's great liberal arts colleges, LSA pushes the boundaries of what is understood about the human experience and the natural world, and we foster the next generation of rigorous and empathetic thinkers, creators, and contributors to the state of Michigan, the nation, and the world.
To learn more about LSA's Mission, Vision and Values, please visit https://lsa.umich.edu/lsa/about/vision-mission-values.html.

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.