Assistant Director for Conference and Event Services

Company: University of Michigan Hospitals and Health Center
Location: Ann Arbor
Posted on: January 24, 2023

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

Lead an event management team (currently 6 full-time employees) to ensure that all event contracts for University Unions facilities are accurate, complete and timely. Maintain a portfolio of events requiring multiple service coordination.

Responsibilities*

SUPERVISION (50%)

• Hire, train, schedule, supervise and evaluate employees (currently 6 full time employees).
• Assist with indirectly supervising the Meetings and Special Events Assistants and temporary employees including student staff.
• Distribute workload amongst staff to ensure that all contracts for meetings and events are timely, accurate and complete.
  Assign staff as needed to handle weekend sales inquiries.
• Ensure that responses to phone, email and on-line inquiries are provided in a timely manner by ensuring adequate phone coverage and call center responses.
• Facilitate culture and expectations of high customer service.
  OPERATIONS (40%)
  
  
  • Create detailed contracts for events that clearly and accurately communicate all services that support these events including food service, audio-visual, room set-up, linens, florals, rental equipment etc.
  • Effectively communicate customer requests and event requirements with operations and food service departments in a timely and efficient manner, and act as a team member with operations and food service staff in planning and facilitating events.
  • Use independent judgment to resolve issues.
  • Update contracts to reflect added billable items, price changes and customer driven changes.
  • Assist with yield management to maximize room usage.
  • Actively assist in planning, development, and implementation of internal operating systems and procedures to facilitate delivery of conference management services.
  • Respond to inquiries and concerns of customers.
  • Lead site tours, site selections, sales meetings and various functions for potential clients.
    OTHER (10%)
    
    
    • Perform event management duties as necessary.
    • Assist in and perform other duties as assigned or as may be related to Conferences & Events.
    • As a member of Conferences & Events and the Division of Student Affairs, serve on various committees and work teams as requested.
    • Attend and participate in staff training and professional development opportunities.
      Required Qualifications*
      
      
      • Bachelors degree and a minimum of 4 years of event management experience in a corporate hospitality or university environment; or an equivalent combination of education and experience.
      • Minimum 2 years experience supervising professional and/or student staff.
      • Excellent interpersonal, organizational, planning, communication and problem solving skills, with an emphasis on commitment to customer service.
      • Ability to work under pressure and handle multiple tasks requiring a high degree of attention to detail.
      • Ability to work autonomously within a team of skilled professionals.
      • Must be willing to travel, staff exhibits at trade shows, and meet with potential clients.
      • Must be available and willing to work flexibly in an environment where extensive early morning, evening, and weekend hours are customary.
      • Working knowledge and proven experience with Microsoft Office Suite (to include Word, Excel, PowerPoint) and Google Suite.
        Desired Qualifications*
        
        
        • Experience in or strong familiarity with higher education.
        • Experience in conference planning.
        • Familiarity with event management and room diagramming software is desirable including EMS and Social Tables.
          Additional Information
          
          Position Criteria:
          
          
          • Skills: Communication, Organization, Attention to Detail
          • Abilities: Work with cross-functional departments, Manage change
          • Competencies: Food Service Knowledge, Event Logistics
            Financial/Budgetary Responsibility
            
            Job includes management of P-Card $7500, approval of payroll, and creation of budget for temporary salaries.
            
            Working conditions
            
            Requires a flexible schedule to accommodate occasional early morning, evening and weekend events. In addition, this job may occasionally require more than 40 hours a week.
            
            Physical requirements
            
            Role is required to remain in a stationary position for extended periods of time, transport heavy objects occasionally.
            
            Direct reports
            
            6-8 Meetings/Special Event Managers
            
            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 maybegin as early as the eighth day after posting.Thisopening 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 , 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 website or the and websites.
            
            
            
            

Keywords: University of Michigan Hospitals and Health Center, Ann Arbor , Assistant Director for Conference and Event Services, Executive , Ann Arbor, Michigan