Conferences and Summer Operations Manager

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.

Job Summary

Department Summary:

Conference and Event Services at the University of Michigan is accepting applications and nominations for the position of Full Conference and Summer Operations Manager. We provide expertise in conference and event management to U-M and external groups. As a member of the team, you will provide sales, operations and systems support for a department that recruits conferences and events, including summer programs and annual conferences, in multiple facilities across the U-M campus. We are committed to promoting a diverse, equitable, and inclusive work environment.

Position Summary:

Reporting to an Assistant Director, with latitude for exercising independent judgment and initiative within established guidelines, you will work with all clients and service providers to manage client program logistics. You will also be a liaison to a portfolio of clients for the planning and execution of summer operations. You will manage support and student staff as dictated by contracted business.

Responsibilities*

Operations (75%)

• Manage a portfolio of summer programs; including but not limited to managing summer operations in partnership with departments across campus including residential housing, dining, meeting/classroom space, special events and parking. The Conference & Event Services team manages over 200 summer programs with over 17,000 participants.
• Manage assigned event clients, including scheduling and monitoring of all logistical and support service arrangements (facility selection, audio/visual, transportation, dining, catering, housing, and registration)
• Negotiate and partner with service providers on behalf of clients to secure necessary services on and off campus
• Work directly with all registration clients, to coordinate registration process, develop online registration system for fee collection, design confirmation process tailored to needs, monitor enrollment and capacities, and reporting.
• Maintain program data in event management software
• Primary activities and decision-making are predominantly performed independently affecting business operations to a substantial degree.
• Assist and provide other support to conference operations as assigned.
• Staff client events as dictated by department need.

Financial (15%)

• Work with Business & Finance to process all summer billing; creation of preliminary invoice, communication with client, and closing out of the final invoice.
• Oversee execution of client budgets.
• Authorize payments for materials, services, honorariums and other conference related expenses.
• Manage client billing process (audit and approve billing).
• Reconcile P-card statements on a monthly basis.

Sales (5%)

• Work with sales team to ensure optimized summer occupancy in residence halls and campus facilities.
• Help with yield management strategies to maximize use of University facilities.
• Assist with site tours, site selections, and sales meetings.

Other (5%)

• Hire, train and manage student staff for summer operations.
• Process payroll for student staff for summer operations.
• Track time allocated to specific client program management; oversee tracking for any support staff assigned to a program.
• As a member of Conferences and Events and Student Life, serve on committees and work teams.
• Participate in staff training and professional development opportunities.
• Other responsibilities as assigned.

Required Qualifications*

• Bachelor’s degree and a minimum of four years of event management experience in an academic, corporate or related environment; or an equivalent combination of education and experience.
• Experience with Microsoft Office suite.
• Experience with Google products/suite.
• Valid Driver’s License Required

Desired Qualifications*

• Experience in, or familiarity with, higher education.
• Experience in conference planning or the hospitality industry will be especially helpful.
• Experience with event management software.
• Personal commitment to diversity and an understanding of cultural, ethnic, and individual differences.

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 .

Additional Information

Position Responsibilities Criteria (leadership and behavioral qualities expected in this position):

• Demonstrated personal and professional commitment to diversity and a solid understanding of and appreciation for cultural, ethnic, and individual differences.
• Excellent communication, interpersonal, and organizational skills.
• Demonstrated ability to problem solve and be adaptable in a fast-paced environment.
• Demonstrated ability to manage multiple priorities and navigate change effectively.

Financial/Budgetary Responsibility:

• Position is responsible for conferences and summer programs with related potential revenue up to $1,000,000 per conference.

Working Conditions:

• Must be willing to travel to off-site conference locations.
• Early mornings, evenings and weekend hours will be required.
• May occasionally require more than 40 hours a week.

Physical Requirements:

• Occasionally move and transport objects weighing up to 30 pounds.
• You may be required to remain in a stationary position for extended periods of time.
• Occasionally move through buildings and campus to attend meetings/events.

Direct Reports:

• 10 – 20 Temporary Student Staff during Summer Operations

This role may have reporting obligations under Title IX and Clery.

Authorization to work in the U.S. is a precondition of employment and applicants for this position will not be sponsored for work visas.

Relocation will not be offered for this position.

Salary may vary depending on qualifications, experience, and education of the selected candidate.

#studentlife

Application Deadline

Job openings are posted for a minimum of seven calendar days. The review and selection process may begin as early as the eighth day after posting. This opening may be removed from posting boards and filled anytime after the minimum posting period has ended.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.

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