Summary
The Office for Health Equity and Inclusion (OHEI) develops mechanisms for inclusion, diversity and cultural sensitivity among faculty, staff, and learners at Michigan Medicine. We strive to create an impact on these stakeholders that will reverberate in Michigan Medicine's patient care and community outreach initiatives. The team is expanding to focus on research, dissemination of information, and policy guidance around the issues of diversity, inclusion, health, and equity.
OHEI is seeking an experienced, energetic, friendly, and extremely organized individual for its Meetings/Special Events Manager position. The basic function of this position is to plan, coordinate, market, and execute a wide variety of events for the office, as well as to support various communications needs of the office. These events include community outreach, symposia, lectures, staff retreats, conferences and recruitment events, and receptions, which occur both on and off campus. The successful candidate will support all aspects of the planning and delivery of events by working with numerous stakeholders at OHEI and Michigan Medicine.
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.
Responsibilities*
Event Management - 80%
- Oversee logistics management for various events, oftentimes concomitantly, which includes selecting and scheduling the venue and serving as the on-site event manager; ordering catering and promotional goods, audio/visual or other technical support, and transportation; creating marketing and communication event-related materials; and reaching out to event speakers and attendees
- Coordinate on-site and off-site meeting and training logistics for room set-up and breakdown, including packing training materials and shipping or transporting materials and equipment to and from the training site
- Plan events within the given budget and to track event details and expenses, submit expense reports, develop budget proposals, and suggest cost effective strategies
- Draft correspondence to event vendors, attendees, speakers, etc., with critical attention paid to grammar, punctuation, and spelling
- Create meeting, training, and event-related materials and handouts, such as detailed agendas, nametags, table tents, and other relevant materials
- Collaborate with other OHEI staff members to identify guest speakers for events, assist with creating contracts for invited speakers, and arrange speaker travel and itineraries when necessary
- Based on the success and outcomes of events, provide leadership with recommendations on events that OHEI should continue, events OHEI should consider no longer participating in, and new events OHEI should consider hosting in the future
- Create strategic marketing plans for events, which can include creating and sending e-invitations, working with other Michigan Medicine staff to promote events, managing RSVPs and waitlists, and producing agendas, programs, and other relevant promotional materials
- Generate event feedback from attendees, guest speakers, and other stakeholders to evaluate events and make improvements
- Oversee OHEI Event Calendar, ensuring that events are timed appropriately and with attention paid to other OHEI, Michigan Medicine, and University of Michigan events, as well as holidays and school breaks
Communications Coordination - 20%
- Provide website support to OHEI by updating event-related content
- Create promotional and informational materials for OHEI
- Create event-related graphics
Required Qualifications*
- Bachelor's degree in related area and/or 3-5 years of experience planning and coordinating large and small events, preferably in a university setting
- Demonstrated self-starter and multi-tasker
- Ability to execute events under tight timeline and manage multiple stakeholders, including University of Michigan faculty, staff, and students, as well as external vendors
- Creativity and strong attention to detail
- Strong communication skills, both written and verbal, including an ability to strategically communicate with event vendors and guests
- Demonstrated ability to take initiative and innovatively solve challenges
- Ability to adapt quickly and calmly to unforeseen circumstances and new requirements
- Experience working with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
- Experience working with caterers, including menu planning
- Ability to network and collaborate with a variety of university and event-support staff and vendors, including the Michigan Medicine Department of Communications, IT, audio/visual services, transportation, etc.
- Perform other duties as assigned in support of OHEI's student pathways programs and conferences, professional development and inclusion training, and other events and retreats
Desired Qualifications*
- Experience with Adobe Creative Suite - InDesign, Illustrator, Photoshop
- Experience with MailChimp, FormStack, and Drupal
- Experience with Concur Travel & Expense System
- Experience with Quote to Order (QTO) System
- Knowledge of Michigan Medicine systems, policies, and procedures, such as reserving rooms, ordering goods and services from preferred vendors, and ensuring events are accessible and inclusive
Work Schedule
Monday - Friday, 8-5p
Position may require weekend and evening work and some domestic travel based on specific logistics.
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 anytime after the minimum posting period has ended.
U-M EEO/AA Statement
The University of Michigan is an equal opportunity/affirmative action employer.