MeetingEvent Coord Non Profit Term-limited

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Job Summary

This is a term-limited appointment. At the end of the term, the appointment will terminate and will not be eligible for Reduction-in-Force (RIF) benefits.

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 interest in this position, outline skills and experience that are related to this position, and describe your interest in joining the Events team and supporting the advancement of Michigan Medicine's mission.

The Event Coordinator will be responsible for the coordination, planning, and implementation of events in the University of Michigan, Michigan Medicine, Office of Development. The Office of Development uses events to fundraise, engage, steward, and cultivate relations with donors within Michigan Medicine. These events span the spectrum of small dinners to large-scale annual fundraising events and celebration activities. In addition, the events team executes events for the Medical School and Michigan Medicine, including, but not limited to, campaign events, faculty and staff awards, reunions, alumni relations dinners, professorship inaugurations, and strategic institutional initiatives.

The Event Coordinator will also play a key role in supporting major Michigan Medicine expansion projects, including the planning and execution of events associated with new facility openings and community engagement efforts. This includes coordinating high-profile VIP receptions, donor and leadership events, public open houses, community celebrations, media and marketing tours, and stakeholder engagement activities surrounding the expansion of Michigan Medicine services in the City of Troy and greater Oakland County, including the opening of the Eisenberg Troy Center for Specialty Care, Samuel and Jean Frankel Cardiovascular Center, and the Sidney and Madeline Forbes Advanced Imaging Center.

The Event Coordinator will coordinate and manage events, meeting with and partnering with departmental stakeholders on the strategy and execution of successful events. A team-player mentality, cross-collaboration, and support of events within other areas is expected.

Responsibilities*

75% - Event Coordination

Manage various aspects of event planning, including facility arrangements, catering, lodging, transportation needs, and other event logistics. Coordinate and facilitate the management of guest lists, event databases, guest response tracking, and dietary restrictions. Oversee event collateral materials such as invitations, sponsorship packets, confirmation/invoice packets, event programs, packets, signage, and gifts. Coordinate and manage day-of-event logistics including guest seating arrangements, nametag printing, place card printing, event staffing, and onsite execution.

Plan and execute a diverse portfolio of Michigan Medicine events including development and stewardship activities, donor engagement events, faculty and staff recognition programs, alumni events, campaign-related activities, and special institutional initiatives. Support major facility openings and expansion efforts, including VIP receptions, executive and donor engagement events, public open houses, marketing and public relations tours, community outreach events, media previews, and grand opening celebrations associated with the growth of Michigan Medicine in the City of Troy and Greater Oakland County.

15% - Financial and Vendor Management

Negotiate contracts on behalf of Michigan Medicine Development, track event expenses, vendor invoicing, and payments. Manage event budgets and allocate resources effectively across multiple concurrent projects. Track time and resource utilization to support event planning and organizational priorities.

10% - Strategic Event Development and Stakeholder Engagement

Engage in strategic discussions pertaining to events, developing event concepts that support movement of donors along the donor continuum. Develop collaborative relationships within the Michigan Medicine Development Office, Medical School, hospital leadership, faculty, staff, communications and marketing teams, community partners, and external stakeholders. Promote a team culture and design event experiences that deliver strategic value to donors, alumni, patients, community members, faculty, and institutional leadership. Support event strategies that advance awareness, engagement, philanthropy, and visibility for major Michigan Medicine initiatives, including regional expansion efforts.

Other Duties as Assigned

This addition highlights the scale and visibility of the Troy/Oakland County expansion work while aligning with the existing tone and structure of the position description.

Required Qualifications*

• Bachelor's degree and/or equivalent combination of experience in academia or professional event management. Experience in managing and a commitment to developing a team.
• At least 2 years of progressively responsible roles in event strategy and execution, fundraising, or development events
• Proven ability to execute complex events independently and with a team.
• Demonstrated ability to lead in a team-driven environment
• Experience managing complex vendor relationships and effectively negotiating contracts
• Excellent verbal, written, and organizational skills; demonstrated attention to detail
• Advanced experience with Microsoft Office Suite (Word, PowerPoint, Excel, etc.).
• Proven ability to use discretion and maintain a high level of confidentiality.
• Proven networking and collaboration skills
• Demonstrated experience with process improvement and procedure creation
• Routinely lifts/moves equipment and supplies weighing up to 25 pounds to event venues for event execution needs; Must be able to remain in a stationary position during the entire shift and move throughout event venues to execute events.
• Ability to work early mornings, evenings, and weekends, as well as occasional extended-hours workdays during high-volume times.
• Candidate must have access to reliable transportation and internet.

Desired Qualifications*

• Familiarity with the University of Michigan and/or Michigan Medicine
• Reasonable knowledge of university policies and procedures, protocols, and the organization of Michigan Medicine
• Prior experience in development, academic, and/or fundraising event management preferred
• Experience using database systems and experience with Google Docs

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 the work modes.

Work Locations

The onsite location for this position is an office suite at 777 E. Eisenhower Pkwy, Ann Arbor. This building provides free on-site parking for staff. This position is on-site, with remote work opportunities based on the business needs of the unit.

Events are generally in the Ann Arbor/Metro Detroit area.

Additional Information

This is a 24-month term-limited appointment. At the end of the stated term, May 31, 2028, your appointment will terminate, and you will not be eligible for Reduction-in-Force (RIF) benefits. This term-limited appointment does not create a contract or guarantee of employment for any period, as you will remain subject to disciplinary or other performance measures, up to and including termination, at the will of the University in accordance with existing University policy and standards for employee performance and conduct.

Background Screening

Michigan Medicine conducts background screening and pre-employment drug testing on job candidates upon acceptance of a contingent job offer and may use a third-party administrator to conduct background screenings. Background screenings are performed in compliance with the Fair Credit Reporting Act. Pre-employment drug testing applies to all selected candidates, including new or additional faculty and staff appointments, as well as transfers from other U-M campuses.

U-M EEO Statement

The University of Michigan is an Equal Opportunity Employer. We are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants, including protected veterans and individuals with disabilities.