Conference & Event Services provides expertise in conference and event management to U-M and external groups. The department is responsible for coordinating over 15,000 events annually, over 160 summer conference groups, over 100,000 summer bednights and dozens of conferences. Overall department sales typically exceed $13 million. As a member of the team you will provide systems administration, project management, and event management for the department. You will lead a team responsible for service desk operations and serve as the department lead for student supervision for a large annual conference coordinated by the department.
Conference & Event Services is committed to promoting a diverse, equitable, and inclusive work environment.
Student Life Auxiliary Overview:
Student Life auxiliary operations includes Conference and Event Services, Facilities, Marketing, Design and Communication, Michigan Dining, Recreational Sports, University Unions, MDining, Sustainability and University Housing. Student Life is committed to student learning and the development of the whole student in a diverse campus community. Through its programs, services, facilities and partnerships, Student Life facilitates students' transformation and enriches their education.
The Student Life auxiliary organization endeavors to be student focused and financially assertive, requiring the ability of its leadership to fulfill the Student Life mission while managing entrepreneurial and business-savvy enterprises.
Lead department systems administration and configuration including systems training. Serve as project manager for department initiatives and new software implementation. Lead a front line customer service operation (currently 2 full-time employees, 12-15 students) to ensure that all event related communication and contracts for service are accurate, complete and timely. Maintain a portfolio of events requiring multiple services coordination. Financial responsibilities include timely department event invoicing (currently 2x week) and providing business analysis reports to inform operational efficiencies and revenue projections. This position reports directly to the Associate Director for Event Services, with significant interfacing with the Director on departmental initiatives and projects.
Data & Project Management (30%)
Lead department research and evaluation of new technologies for Conference & Event Services, lead implementation of new technologies and software replacement
Oversee the maintenance and updating of data within scheduling software. In addition to standard and on-line reservations, this includes resource details, building hours, room and pricing configuration, holiday information and client data.
Actively manage the planning, development, and implementation of internal operating systems and procedures to facilitate delivery of conference and event management services for student organizations, U-M internal campus, and external clients.
Collaborates with technical and operational staff in the implementation of new systems and application upgrades; conducts tests.
Provides training and support for Conference & Event Services technology tools.
Develops system training materials, quick guides and operational documentation for computer systems.Authors Standard Operating Procedures (SOPs) and Policies to guide the appropriate and effective use of technology.
Lead unit wide projects and initiatives as assigned by Director
Supervision & Training (20%)
Directly supervise 2 FTE
Directly supervise 12-15 student staff members
Lead operations of 2 service desks, including hiring/training, and creation of standard operating procedures
Create and lead a service culture among staff towards a department goal of exceeding client expectations.
Create and lead database and systems training for department, providing database training to both CES and other Student Life staff
Respond to inquiries from prospective clients regarding the use of facilities and services; draft bid proposals, create reservations, send confirmations, and identify other relevant support sources for successful client events.
Work closely with customers, catering and operations to ensure events are well executed with attention to detail and concern for needs of the customer using independent judgment to resolve issues.
Actively assist in planning, development, and implementation of internal operating systems and procedures to facilitate delivery of event and conference management services.
Assist conference staff in the facilitation of large scale conferences and events.
Fiscal Responsibility & Business Analysis (20%)
Provide customer evaluations and manage compilation of results, as well as strategies for addressing areas in need of improvement.
Project event and catering related revenue.
Work with finance team to prepare final invoice in a timely manner.
Maintain sales reports, including pacing reports.
Ensure accurate and timely invoicing for events.
Provide business analysis queries and reports as requested.
Perform event and conference 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 Life, serve on various committees and work teams as requested.
Attend and participate in staff training and professional development opportunities.
Bachelor's 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.
Experience in or a strong familiarity with higher education is highly desirable; CMP highly desirable.
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 events, 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.
Proficiency with Microsoft applications including Word, Excel, Outlook, Access, and PowerPoint.
Experience in or strong familiarity with higher education.
Experience in project management.
Experience leading training programs, including facilitation and creation of materials and resources.
Familiarity with event management and room diagramming software is highly desirable including EMS and Social Tables.
Skills: Communication, Organization, Attention to Detail
Abilities: Work with cross-functional departments, Manage change
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.
Selected candidates whose start date is 4/1/2024 or after, will not be eligible for the university FY24-25 salary/merit plan unless otherwise notified.