University of Michigan

Events Assistant

Office of Medical Development and Alumni Relations, University of Michigan Health System

Working Title

: 

Events Assistant

Posting Number

: 

73905

Job Category

: 

Administrative - Project Support, Event Planning

Reports To

: 

Director, Medical Development Events

Experience Range

: 

0 to 2 Years

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.

To apply for this position, please submit your cover letter and resume as one document on the University of Michigan Careers at the U site.

If you are unable to apply via the U-M Jobs site, please submit your cover letter and resume to dev.careers@umich.edu. In the subject line, please type in the Job ID# for which you are applying.

For questions about the U-M application process, please refer to the FAQ page

Position Description

The Event Assistant will provide top-level administrative support to the fast-paced, service-oriented Events Team, the Special Events Manager and the Director and Associate Director for Medical Development Events.

Characteristic Duties and Responsibilities

*Using FileMaker Pro, create and maintain databases for event tracking, create report layouts and distribute reports as needed to MGOs and event planners, create constituent-specific events materials layouts and print these materials (envelopes, nametags, placecards). 

*Manually input invitee/attendee information and event replies. Using FileMaker and Excel, format and batch import event invitee lists, export and format attendee lists for distribution. (When the events module in DART goes live, create events and invitee lists in DART, input registrations and seating assignments.)

*Using Word, InDesign, Publisher, PowerPoint and Visio, create events materials such as invitation cards, reply cards, confirmation cards, maps, program cards, signs, slideshows, seating diagrams. Collaborate with Marketing & Communications and outside designers to create more complex events materials (brochures, programs).

*Assist in all aspects of event planning such as speaker arrangements, facility arrangements, catering, lodging and transportation needs. Maintain related resource materials.

*Respond to inquiries and register guests for events via phone and email.

*Staff functions and events.

*Other duties as assigned, including general office support.

Required Qualifications

*Bachelor's degree or an equivalent combination of education and experience is necessary.

*Minimum of 1-2 years of effective event or program coordination required.

*Extensive knowledge of and experience working with complex databases. 

*Considerable knowledge of FileMaker and MS Office; affinity to learn other applications. 

*Punctuality, great attention to detail and excellent organizational skills are required.

*Ability to set and meet deadlines and priorities; ability to work independently and interactively.

*Strong interpersonal, communication and telephone skills; experience in responding to inquiries or complaints regarding matters of a sensitive or confidential nature. 

*Highly professional demeanor. 

*Flexible schedule and ability to work some early mornings, evenings and weekends.

*Demonstrated solid attendance.

Preferred Qualifications

*Reasonable knowledge of University policies and procedures, protocol and organization of the Health System.

Mission Statement

The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.

U-M EEO/AA Statement: The University of Michigan is an equal opportunity/affirmative action employer.