The conference coordinator will oversee common spaces in the newly renovated Weiser Hall, which sits at the heart of central campus and will be home to a diverse collection of units in the College of Literature, Science, and the Arts (LSA). The conference coordinator will serve as the first point-of-contact for common space building users to schedule and coordinate events and high-level meetings, responding to inquiries, needs, and concerns regarding facility operations. Weiser Hall features a premier event space, executive conference room, and two multipurpose rooms that will be used for team-based learning classrooms and events.
The position requires coordination with several partners: LSA Dean’s Office and LSA Development, Marketing, and Communications (DMC) to set priorities for the premier event space and executive conference room; LSA Facilities to schedule furniture moving team to rearrange rooms as needed; LSA Instructional Support Services (ISS) to ensure smooth delivery of audio/visual support for events; and building occupants. The conference coordinator will also ensure overall functionality of the building, including convening building governance team and other duties as assigned.
Although the work schedule is Monday through Friday 8 am to 5 pm, this position may require some flexibility of scheduled work hours on occasion, including early mornings, evenings, or weekends depending on events coverage needs. For more information about Weiser Hall, visit sites.lsa.umich.edu/weiserhall.
Manage building event and classroom spaces (60%)
Manage room reservations, creating and utilizing appropriate tools for tracking events and support needs including audio-visual, room set-up, catering, and deliveries.
Prepare weekly event schedule, coordinating the scheduling of event support staff including furniture movers and audio-visual, custodial, and maintenance services.
Support team-based learning classrooms, ensuring availability of appropriate equipment and seating; (connect instructors with ISS teaching support staff.)
Supervise student work-study or temporary staff.
Assist as necessary in all aspects of hosting and advance planning of Dean’s Office and LSA development events in Weiser Hall.
Work with caterers and other vendors to ensure access to the space and smooth flow of operations during events.
Coordinate and program building access for events, utilizing card readers at building entrances, in elevators and in stairwells.
Open and supervise the setup of rooms and provide direct assistance during events as needed.
Develop, maintain, and enforce facility user guidelines.
Collaborate with ISS to ensure ongoing maintenance of audio-visual systems.
Oversee 10th floor art gallery, coordinating scheduling and placement of rotating exhibits.
Manage college-provided supplies in catering kitchen (paper products, coffee, tea, condiments).
Oversee building operations (30%)
Manage digital signage, posting occupant publicity/notices, and college or university announcements.
Hire and supervise student staff to assist with event support and building operations.
Lead Building Users Group committee and Building Incident Response Team
Develop plans for day-to-day, periodic, and preventative housekeeping and maintenance including carpet and furniture cleaning.
Report and coordinate response to maintenance requests for designated spaces.
Coordinate annual inspection by OSEH - Food Safety of catering kitchen.
Coordinate Weiser Hall Governance Committee (10%)
Convene Governance Committee meetings semi-annually or as needed.
Attend meetings, take minutes, and distribute to committee.
Maintain regular communication with Governance Committee throughout the year as issues arise.
Relevant work experience in events scheduling and planning, facilities operations, services coordination, promotion, or communications.
Bachelor’s degree or equivalent experience.
Demonstrated knowledge and experience with event programming and facilities.
Excellent interpersonal skills including a positive, responsive, and professional customer-service attitude and the ability to collaborate with potential facilities users.
Excellent communication, organizational, and problem-solving skills.
Experience supervising temporary staff.
Experience working with faculty, staff, and students in a university environment.
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 will be performed in compliance with the Fair Credit Reporting Act.
The mission of the University of Michigan is to serve the people of Michigan and the world through preeminence in creating, communicating, preserving and applying knowledge, art, and academic values, and in developing leaders and citizens who will challenge the present and enrich the future. The University of Michigan is committed to foster learning, creativity and productivity, and to support the vigorous exchange of ideas and information, not only in the classroom but in the workplace by:
- Creating a work environment in which people treat each other with respect and dignity, regardless of roles, responsibilities or differences.
- Providing support, direction and resources enabling us to accomplish the responsibilities of our jobs and to reach the goals that are set for professional and personal growth.
Job openings are posted for a minimum of seven calendar days. This job may be removed from posting boards and filled anytime after the minimum posting period has ended.
The University of Michigan is an equal opportunity/affirmative action employer.