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Conferences and Office Manager

Job Description

How to Apply

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position.

Summary

Department Summary

Conference and Event Services at the University of Michigan is accepting applications and nominations for the position of Conference & Office Manager. We provide expertise in conference and event management to U-M and external groups. As a member of the team, you will provide sales, operations and systems support for a department that recruits conferences and events, including summer programs and annual conferences, in multiple facilities across the U-M campus. We are committed to promoting a diverse, equitable, and inclusive work environment.

Job Summary

Reporting to an Assistant Director, with latitude for exercising independent judgment and initiative within established guidelines, you will work with all clients and service providers to manage client program logistics. You will lead the department Poster Board rental program, office ordering and inventory, including for large summer programs, and be responsible for weekly and timely summer program billing.  Day to day responsibilities will be dictated by needs of the department and include general administrative support and systems support for the department as a whole.  You will manage support and student staff as dictated by contracted business.

Why Work at Michigan?

The University of Michigan offers a comprehensive benefit package. Benefits include:

  • Generous time off
  • Retirement savings plan for two-for-one matching contributions
  • Comprehensive health insurance options
  • Flexible spending accounts for healthcare and dependent care expenses
  • Long-term disability coverage
  • Paid maternity and parental leave
  • Life insurance
  • Professional development
  • Flexible work options, including possible eligibility for hybrid work

Responsibilities*

Operations & Administration (65%)

  • Manage a portfolio of conferences; including but not limited to managing operations in partnership with departments across campus including residential housing, dining, meeting/classroom space, special events and parking.  The Conference & Event Services team manages over 200 programs with over 17,000 participants.
  • Manage assigned event clients, including scheduling and monitoring of all logistical and support service arrangements (facility selection, audio/visual, transportation, dining, catering, housing, and registration).
  • Lead management of registration services for the department and coordinate all registration only contracts. 
  • Negotiate and partner with service providers on behalf of clients to secure necessary services on and off campus
  • Work directly with all registration clients, to coordinate registration process, develop online registration system for fee collection, design confirmation process tailored to needs, monitor enrollment and capacities, and reporting.
  • Maintain program data in event management software.
  • Primary activities and decision-making are predominantly performed independently affecting business operations to a substantial degree.
  • Assist and provide other support to conference operations as assigned.
  • Perform data extraction from event and conference databases for analysis; create and run reports as needed.
  • Department liaison with conference software vendor to ensure optimal utilization and efficiency of system.
  • Responsible for department supply inventory and ordering.
  • Staff client events as dictated by department need.

Financial (25%)

  • Work with Conference Managers and Business & Finance to timely process all summer billing; creation of preliminary invoice, communication with client, closing out of the final invoice, and accurately posting to shared conference status sheet.
  • Authorize and process payments for poster board vendor expenses and other vendor related expenses.
  • Oversee execution of client budgets.
  • Authorize payments for materials, services, honorariums and other conference related expenses.
  • Manage client billing process (audit and approve billing).
  • Reconcile P-card statements on a monthly basis.

Sales (5%)

  • Work with sales team to ensure optimized occupancy in campus facilities.
  • Help with yield management strategies to maximize use of University facilities.
  • Assist with site tours, site selections, and sales meetings. 

Other (5%)

  • Hire, train and manage student staff for conference operations as applicable.
  • Track time allocated to specific client program management; oversee tracking for any support staff assigned to a program.
  • As a member of Conferences and Events and Student Life, serve on committees and work teams.
  • Participate in staff training and professional development opportunities.
  • Other responsibilities as assigned.

Required Qualifications*

  • Bachelor's degree and a minimum of two years of event management experience in an academic, corporate or related environment; or an equivalent combination of education and experience.
  • Experience with Microsoft Office suite.
  • Experience with Google products/suite.
  • Valid Driver's License Required.

Desired Qualifications*

  • Experience in, or familiarity with, higher education.
  • Experience in conference planning or hospitality industry will be especially helpful.
  • Experience with event management software.
  • Personal commitment to diversity and an understanding of cultural, ethnic, and individual differences.

Additional Information

Financial/Budgetary Responsibility

Position is responsible for conferences, events and programs with related potential revenue up to $1,000,000 per conference. 

Working conditions

  • Must be willing to travel to off-site conference locations as needed.
  • Early mornings, evenings and weekend hours will be required.
  • May occasionally require more than 40 hours a week.
  • Occasionally required to drive a company vehicle.

Physical requirements

  • Occasionally move and transport objects weighing up to 30 pounds.
  • You may be required to remain in a stationary position for extended periods of time.
  • Occasionally move through buildings and campus to attend meetings/events.

Direct reports

None currently, may hire and supervise student staff for conference support as needed

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.

#studentlife

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.


U-M COVID-19 Vaccination Policy

COVID-19 vaccinations, including one booster when eligible, are required for all University of Michigan students, faculty and staff across all campuses, including Michigan Medicine.  This includes those working remotely and temporary workers.   More information on this new policy is available on the U-M Health Response website or the UM-Dearborn and UM-Flint websites.

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