Job Description

Event Coordinator

Michigan Medicine is a groundbreaking organization for many reasons, and much of the work that we do is made possible because of philanthropy. Annually, the Michigan Medicine Office of Development raises an average of $250 million, which helps us to be a change agent for the world. The Office of Development supports a culture of flexibility, and a hybrid work arrangement is possible for this position.

Working closely with the Senior Assistant Director of Development and Community Engagement, the Event Coordinator position will act as a contributing member of the Events team by providing high-quality event experiences and support regarding community fundraising events to donors of the Michigan Medicine Office of Development. The Events team is responsible for producing all fundraising, stewardship, cultivation, donor, and Medical School events, as well as overseeing the community fundraising programs with a primary focus on driving donor acquisition and prospect engagement via third-party events. This individual will work in a highly collaborative manner with many different facets of the organization to advance the overall fundraising goals of the University of Michigan.

Responsibilities

Community Fundraising Support and Management (55%)

• Act as point of entry for all community fundraising events, gathering donor details, determining needs, and delegating to the proper team member.
• Implement, manage, and execute a portfolio of community fundraising, third-party fundraising donors, events, and activities.
• Maintain and refine a database or tracking system to support reporting, archiving, and distribution of community fundraising donors, materials, and resources.
• Maintain and create collateral related to community fundraising, including but not limited to toolkits, brochures, other event collateral as well as promotional and stewardship materials.
• Assist, plan, and execute stewardship events designed for community fundraising donors.
• In partnership with the Digital Fundraising team, aid in the promotion, marketing, messaging, and development strategies for the Community Fundraising program.

Event Planning and Support (40%)

• Plan and execute a portfolio of smaller-scale events, committee meetings, and football suite logistics (ideation to execution). Including but not limited to management of guest lists, tracking responses, coordination of communications, logistics planning, dietary restrictions, assembling mailings, printing day-of materials, and providing on-site support at events.
• Assist the team's lead event planners with assigned tasks associated with large-scale events such as facility arrangements, catering, lodging, volunteer coordination, auction coordination, day-of staffing, and transportation needs.
• Build strong working relationships with internal and external constituency groups and vendors to accomplish shared goals.
• Create and evaluate processes and procedures for the team, including improving existing processes and procedures and creating new ones as needed.

Administration (5%)

• Manage other projects and duties as assigned.
• Benchmark best practices against other institutions
• Update and create processes and procedures for maintaining all event team resources.
• Provide data support using CRM systems and online registration software.
• Responsible for maintaining and updating event data analytics.
• Coordinate occasional travel, hosting, event-related activities, and prepare and submit travel receipts for reimbursement.

Required Qualifications

• At least 2 years of progressively responsible roles in fundraising, development or event strategy and execution.
• Proven ability to execute events independently and with a team.
• Excellent verbal and written communication skills.
• Knowledge and experience using MS Office and Google Suite programs.
• Shows initiative and can prioritize tasks within a fast-paced work environment.
• Demonstrated ability to develop working relationships with internal and external constituents.
• Demonstrated ability to exercise a high degree of judgment and diplomacy, and an impeccable commitment to confidentiality is required, as well as the highest integrity and ethics.
• Demonstrated ability to lead in a team-driven environment.
• Experience managing vendor relationships and effectively negotiating contracts.
• Punctuality, great attention to detail, and excellent organizational skills are required.
• Ability to set and meet multiple deadlines and priorities simultaneously; ability to work independently and interactively.
• Highly professional and donor-centric demeanor.
• 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.
• On-site work will be required during and leading up to in-person events.
• Candidate must have access to reliable transportation and the internet.

Desired Qualifications

• Bachelor's degree and equivalent combination of experience in academia or professional event management.
• Familiarity with the University of Michigan and/or Michigan Medicine.
• Reasonable knowledge of university policies and procedures, protocols, and organization of Michigan Medicine
• Prior experience in development, academic, and/or fundraising event management preferred.
• Experience using database systems

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 on-site location for this position is an office suite at 777 E. Eisenhower Pkwy, Ann Arbor. This building provides free on-site parking for staff.
• Events are generally in the Ann Arbor/Metro Detroit area.
• On-site work will be required during and leading up to in-person events.
• Ability to work early mornings, evenings, and weekends, as well as the occasional extended-hour workdays during high-volume times.

This position may be eligible for flexible work opportunities at the discretion of the hiring department. Flexible work agreements are reviewed annually and are subject to change depending on the business needs of the hiring department throughout the course of employment. This position works both onsite and remotely based on the business needs of the unit.

Additional Information

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 and outline skills and experience that are related to this position.

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.

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