Event and Project Specialist

For 20+ years, the ADVANCE Program has pioneered research and programming aimed at improving faculty recruitment, climate, retention, and leadership development. Beginning in 2002 with an ADVANCE Institutional Transformation Grant from the National Science Foundation and transitioning to Provost's Office funding in 2007, the nationally recognized program serves all U-M faculty on campus in four distinct areas:

• Recruitment - development and use of equitable recruiting practices
• Workplace Climate - focused on the improvement of unit climate
• Retention - preemptive strategies to prevent the loss of valued faculty
• Leadership Development - skill and career development for faculty leaders at all levels

Our 15+ person team supports these four areas through research and evaluation, programming, and administration efforts. The ADVANCE Program is committed to the University of Michigan's core values.

About the role

In this position, you will provide highly visible and essential meeting and event management for the ADVANCE Program. You will work closely with the team, project managers, and faculty leads to execute an average of 3-5 total events per month (one generally a larger scale "event," with the rest being smaller scale "meetings"). These events will support a wide range of ADVANCE programs, including faculty Networks, Launch, RISE, STRIDE Committees, U-M's Presidential Postdoctoral Fellowship Program, internal team meetings and events, and other ADVANCE initiatives. Some events are fully in-person, others are fully virtual, and some are hybrid. Events are Monday through Friday, with some scheduled in the evening.

You will also contribute to defining and developing core programming content for ADVANCE in collaboration with leadership and programming team colleagues, focusing on innovative ideas and approaches to engage with our faculty networks and other ADVANCE initiatives.

Responsibilities

• Event Management (55%)
  • Event preparations (25%)
    • Arrange event space, including contract oversight and coordinating payment
    • Determine catering, obtain estimates and menu options, and arrange payment
    • Coordinate with facilitators in the preparation of presentation materials
    • Manage the invitation process
    • Prepare and distribute additional event materials and files
    • Attend to event participants' needs for accessibility/accommodations and dietary restrictions
  • Day-of-event support (20%)
    • Oversee the preparation of the facility, including set up, staffing, and tear-down for in-person events
    • Ensure the event checklist is followed, and event resources are brought to the event as needed
    • Support the virtual event experience
    • Respond to various requests for participants, speakers, etc.
    • Ensure accurate attendance is collected
  • Post-event activities (10%)
    • Reconcile registration
    • Provide post-event support
• Coordinate projects in support of faculty programs (committees and events) (35%)
  • In partnership with leadership, project managers, and ADVANCE colleagues, collaborate to:
    • Define and develop core programming content
    • Establish and execute implementation plans
    • Coordinate with the Research team to assess and evaluate project performance
    • Plan and execute meetings and events
    • Collaborate with the Communication and Marketing Specialist to determine and execute outreach and marketing strategies
• Additional program support (10%)
  • Communicate and resolve issues with vendors, colleagues, presenters, participants, etc.
  • Contribute to the development of promotional information
  • Maintain records of program participants
  • Maintain shared materials/resources and stakeholder access
  • Take notes and develop minutes, as requested

Requirements

• Bachelor's degree or equivalent education and experience, e.g., high school diploma plus four years relevant work experience
• Two (2) years of event management experience, including a variety of formats (e.g., in-person, virtual and hybrid), awareness of accessibility needs, practices and accommodations, and project management and administrative support
• Prior work experience in an academic environment, ideally working with faculty
• Demonstrated success in prioritization and managing competing deadlines
• Excellent writing ability and verbal communication skills
• Tech savvy, with an aptitude for or familiarity with various software (e.g., Qualtrics, Monday.com, Microsoft Office (Word, Excel) products, and Google Collaboration software or similar technologies)
• Well-organized and detail-oriented
• Demonstrated ability to build strong, collaborative relationships and work independently to accomplish objectives

Schedule

Events are Monday through Friday, with some scheduled in the evening. 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.