Senior Events Manager

Overview:

The Events Manager in the Dean's Office at the University of Minnesota Medical School is responsible for planning all major events for medical students (White Coat Ceremony; Graduation, etc) and supporting smaller-scale events in partnership with other Med Ed units and departments. This role involves events sponsored by the Dean of the Medical School, including award ceremonies and recognition events. This position also supports the coordination and logistics of events at the two regional campuses. This position is housed within the Marketing and Communications department in the Dean's Office and reports to the Director of Marketing and Communications.

Duties and Responsibilities:

70%: Events Management

• Pre-Event Planning and Coordination: Collaborate closely with unit stakeholders to assess event requirements; provide detailed recommendations; develop comprehensive event plans and budgets while tracking ongoing expenses for financial reporting; independently identify and schedule venues; select and arrange catering; coordinate travel and hospitality for guests; research and manage conference registration; create and implement publicity dissemination plans; and coordinate with the Marketing and Communications team for advertising materials for events.
  • Student/Trainee milestone events include but are not limited to, Commencement, Match Day, the White Coat Ceremony, and student and staff recognition/appreciation events.
  • Awards Ceremonies/Recognition Events include but are not limited to: Dean's Distinguished Lecture Series, Dean's Tribute to Excellence in Education
• Manages all logistics and presents on the day of events, including event set up and tear down.
• Post-event: financial reconciliation and reporting, sharing final financial information with leadership stakeholders; Creating and distributing post-evaluations.
• Ensure compliance with University policies and procedures, particularly those related to travel and payments, and provide relevant information as needed. Supervise the work of student assistants involved in event preparation and execution.

20%: Supervise Event Coordinator

• Supervises the Event Coordinator staff member, offering mentorship and support in all facets of event planning and execution for new student orientation and other transition/onboarding events. Oversees operations and procedures for the events office.

10%: Consultation

• Consults on matters of event logistics and resources for outside departments and students.
• Provides training and shares expertise with staff members and student leaders on topics including event spaces and facilities, catering, event planning timelines, and university event policies and procedures.

All required qualifications must be documented on application materials

Required Qualifications

• Bachelor's degree or equivalent combination of education and experience, to include at least two years of experience working in event management and coordination along with two additional years of experience. Accumulated education and experience should total 8 years.
• Experience working with multiple units and deadlines, diverse groups, hospitality vendors (caterers, travel agents, hotels, etc.), setup and cleanup of events/workshops/conferences, expense reimbursements, and vendor payments, especially at the University of Minnesota, explaining policies and procedures to multiple constituents.
• Proven ability to interact and communicate successfully with guests in a professional academic setting.
• Experience working in a fast-paced environment with competing demands.

Demonstrated Skills and Abilities:

• Strong organizational skills are essential for this position. The candidate must demonstrate the ability to take initiative, work independently, prioritize tasks, and meet deadlines while managing multiple complex administrative projects simultaneously. Additionally, the ability to anticipate and identify issues, along with a proactive approach to resolving them-particularly during urgent onsite event situations-is required.
• Excellent interpersonal and communication skills are essential for this position.
• Demonstrated commitment to diversity, equity, inclusion, and belonging.
• Availability to work occasional evenings and weekends/overtime and be able to lift, carry and move items weighing up to 20 pounds.
• Demonstrated experience with computer software required, including Microsoft Office Suite and Google Suite of Applications (Calendar, Docs, Gmail, etc)

Committed to innovation and diversity, the Medical School educates physicians, scientists, and health professionals; generates knowledge and treatments; and cares for patients and communities with compassion and respect. We value excellence, inclusiveness, collaboration, and discovery.

The mission of the regional campus located in Duluth is to be a national leader in improving healthcare access and outcomes in rural Minnesota and American Indian/Alaska Native (AI/AN) communities. In partnership with CentraCare, the regional campus in St. Cloud offers a wide range of patient experiences throughout students' education in Greater Minnesota and prepares them to become exceptional clinicians and leaders for rural and immigrant populations.

Founded in 1888, the University of Minnesota Medical School has three campuses. A four-year MD program and the MD/PhD program are located on the Twin Cities campus in addition to MD programs at regional campuses in Duluth and St. Cloud.

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).