Job Information
University of Michigan Administrative and Events Coordinator in Ann Arbor, Michigan
Administrative and Events Coordinator
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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.
Who We Are
Michigan Engineers are world-class educators, researchers, students and staff who strive to build a people-first future. As part of a top national public research institution, Michigan Engineering's mission is to provide scientific and technological leadership to the people of the world, develop intellectually curious and socially conscious minds, create collaborative solutions to societal problems, and promote an inclusive and innovative community of service for the common good.
Our vision, mission and values are supported by a people-first engineering framework that guides our work. As Michigan Engineers, we strive to apply excellent engineering fundamentals, integrated expertise and equity-centered values to reimagine what engineering can be, close critical gaps, and elevate all people. Information about our vision, mission and values can be found at: http://strategicvision.engin.umich.edu/ .
The University of Michigan has a storied legacy of commitment to Diversity, Equity and Inclusion (DEI). Michigan Engineering models that commitment in our research, culture and collaborations. We seek to recruit and retain a diverse workforce as a reflection of that commitment. Learn more about DEI at Michigan Engineering: https://www.engin.umich.edu/culture/diversity-equity-inclusion/
Why Work at Michigan?
In addition to a career filled with purpose and opportunity, The University of Michigan offers a comprehensive benefits package to help you stay well, protect yourself and your family and plan for a secure future. Benefits include:
Generous time off
A retirement plan that provides two-for-one matching contributions with immediate vesting
Many choices for comprehensive health insurance
Life insurance
Long-term disability coverage
Flexible spending accounts for healthcare and dependent care expenses
Maternity and Parental Leave
Responsibilities*
Events and Engagement Activities: (50%)
Provide coordination, support, and ideation for the development and execution of ME events and engagement activities, ceremonies, workshops, conferences, seminars, special meetings, retreats, recruitment/orientation activities, field trips, demonstrations, webinars, etc.
Network with the event/activity lead, ME team members, service providers, university entities, partners, and participants to ensure the highest-quality experiences.
Collaboratively coordinate all logistics including: scheduling, invitations, registrations, facilities, room setup, A/V and other services, special equipment, catering, vendors, event materials, visitor travel arrangements, parking, transportation, safety & permissions compliance, special accommodations, evaluations, etc.
Work with the ME marketing and communications team to develop and implement event/activity communications, materials, signage, photo/video support, etc.
Lead the development, monitoring, and implementation of event/activity action plans, timelines, budgets, tracking; maintain an overall ME master calendar of events/activities.
Coordinate the special logistics of virtual and hybrid events/activities (i.e. equipment needs, Zoom meetings/breakout rooms/surveys).
Provide direct oversight at actual events/activities as applicable.
Develop and execute event/activity assessment tools and generate summary reports.
Participate on related ME or other committees and groups; may take on leadership roles as applicable.
Stay current on related University and college policies and procedures, utilize best practices, and ensure event/activity compliance.
Procurement/Travel/Hosting/Reimbursements: (40%)
Provide the support and expertise for ME procurement, travel, hosting, and reimbursement activities.
Utilize appropriate university methods to execute ME purchasing (Internal Service Provider, Strategic Contract, M-Marketsite, purchase orders, Quote to Order, PCard, etc.)
Manage the approval and processing of procurement requests in ME's Online Purchasing System (OPS); order tracking, receiving, and distribution; sole source justifications; contractual/freelance payments; voucher payment tracking.
Assist faculty, staff, students, and guests with travel and reimbursement submissions; review for accuracy and compliance; process through appropriate university systems (Concur, PeoplePay, etc.).
Network with college and university entities to ensure accuracy and compliance, and to troubleshoot and resolve issues.
Reconcile PCard purchases and reimbursements in a timely and accurate manner; provide appropriate supporting documentation to relevant entities (UM Shared Services).
Stay current on University and college related policies and procedures, follow best practices, and ensure department compliance; assist with ME-specific policies and procedures.
Other Administrative Support (5%)
Manage ME operating services such as mail/shipping, copier, shredder, water units, etc.; ensure office, kitchen, and hosting supplies are maintained; support classroom/lab supplies procurement and distribution activities as needed.
Assist with back-up coverage for related administrative positions as needed.
General Department: (5%)
Contribute to overall ME strategic planning, alignment, and implementation initiatives.
Participate in ensuring effective and integrated connections, communications, and workflows across ME teams and stakeholders.
Contribute to the utilization of holistic problem-solving, best practices, and effective mechanisms.
Participate in fostering a positive, welcoming, and professional environment that reflects department, college, and university values and diversity, equity, and inclusion efforts.
May perform other responsibilities as assigned.
Required Qualifications*
Specific Skills and Experience:
Bachelor's degree in a related field, or an equivalent combination of education and experience may be considered.
Minimum of 4 years of professional experience in the position's roles.
Demonstrated successful experience with events/activity management and logistics.
Demonstrated successful experience with procurement, travel, expense, and reimbursement activities.
Experience in interpreting and determining compliance with related internal controls, policies, and procedures.
Dedication to a high level of customer service and a detail-oriented focus for accuracy.
Excellent proficiency in Microsoft Office applications (Excel, Word, PowerPoint), Google applications (Gmail, Calendar, Drive, Docs), Adobe Acrobat, and other business tools and systems in a PC environment.
Must have access to reliable transportation to travel to various locations on and off campus to pick up and deliver event/activity materials as needed.
General Skills and Experience:
Demonstrated ability to exercise professionalism in handling any confidential information, and use sound judgement, diplomacy, and discretion in all actions.
Excellent project management, organizational, analytical, creative, and critical thinking skills.
Demonstrated skills in multi-tasking, prioritizing, meeting deadlines, problem-solving, decision-making, and flexibility to adapt for changing needs and priorities.
Excellent communication (verbal, listening, written, presentation) interpersonal, and networking skills are required in order to carry out position responsibilities.
Ability to seek and responsively incorporate on-going feedback to ensure the highest quality, accuracy, and clarity of responsibilities.
Ability to interact effectively, respectfully, and diplomatically with individuals of all backgrounds and at all organizational levels, and to apply best practices in fostering diversity, equity, and inclusion principles.
Demonstrated strong collaborative working style with the ability to work both independently and as a member of a team in a flexible, dynamic environment.
A solid work ethic and initiative that contributes to fostering a positive, welcoming, and effective professional work environment.
Ability to periodically work flexible hours in support of special activities and needs.
Desired Qualifications*
Related experience in a higher education environment.
Experience with related University of Michigan systems, policies, and procedures.
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 thework modes (https://hr.umich.edu/working-u-m/my-employment/ways-we-work-resource-center/ways-we-work-implementation-group/modes-work) .
Additional Information
A higher salary may be considered for an extraordinarily qualified candidate.
Background Screening
The University of Michigan conducts background checks on all job candidates upon acceptance of a contingent offer and may use a third party administrator to conduct background checks. Background checks are performed in compliance with the Fair Credit Reporting Act.
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.
Job Detail
Job Opening ID
254172
Working Title
Administrative and Events Coordinator
Job Title
Administrative Assistant Sr
Work Location
Ann Arbor Campus
Ann Arbor, MI
Modes of Work
Hybrid
Full/Part Time
Full-Time
Regular/Temporary
Regular
FLSA Status
Nonexempt
Organizational Group
College Engineering
Department
Mechanical Engineering
Posting Begin/End Date
9/09/2024 - 9/23/2024
Salary
$50,000.00 - $60,000.00
Career Interest
Administration
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