Location: Ann Arbor,MI, USA
**Event Support Specialist**
**How to Apply**
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.
**Summary**
The Institute of Continuing Legal Education is the leading provider of how-to solutions for Michigan lawyers. Reporting to the Director of Education, the Event Support Specialist works with the seminar planner on course planning to coordinate execution of the live event life cycle. You will manage the logistical aspects of events, including work with outside vendors and facilities. You will also provide administrative support for content planners, outside contributors, and sponsors, and tracking and reporting on expenses.
**Authority:**
* Determine facility and other arrangements for assigned programs or make recommendations
* Approve invoices and other expenditures for ICLE seminars
* Make recommendations for certain provisions and requirements
* Make recommendations for process improvements
* Has P-card privileges
**Responsibilities***
**40% -** Help create **the annual project plans for live events. Plan and prepare for assigned events. Attend and manage customer and logistical aspects of the event:**
* Work directly with seminar planners in managing administrative and logistical tasks for live events, both in-person and online. Includes working with facilities to obtain pricing, scheduling live events and negotiating contracts, managing room set-up, AV needs, and food/beverage orders. Be the on-site contact for event details, and all other logistics, attendee/sponsor needs, identify problems, and resolve with facility staff. Maintain database of facility locations, contacts, and directions. Setup registration and customer service area for events.
* Participate in development of annual seminar schedule and project plans for individual seminars for all events. Identify scheduling conflicts, and other issues with the annual plan and make recommendations for resolution of issues. Track project plans, manage completion of activities, and ensure schedule is met. Manage logistics and attend planning meetings. Take minutes, track action items, and ensure follow-up.
* Email sponsorship information to participating vendors, coordinate sponsorship details with internal departments, and address any questions.
* Manage customer CLE tracking and evaluation forms for live events. Provide completed evaluations for processing and mailing to contributors.
* Gain approvals for plans and expenditures. Receive and code bills.
* Work with university transportation for vehicle use and complete the loading and unloading of vehicles.
* Coordinate pre-event preparation to ensure that printed items are ready.
* Manage customer registration and attendance. Be contact for questions, demonstration and sale of ICLE products (when Business Office staff is not in attendance).
* Schedule and lead post-event meeting.
**30% - Manage administrative support for contributor and sponsor communication and tracking:**
* Create and distribute correspondence in print and electronic formats, including faculty invitations, sponsor invitation packets, confirmations, invoicing, follow-up questions, etc.
* Coordinate communications with speakers, exhibitors, and sponsors. Send routine notices and reminders about information needed. Coordinate with vendor and order giveaways. Maintain tracking documents, make follow-up calls and emails to meet event timelines. Keep planners informed on status and issues.
* Collect speaker, exhibitor and sponsor submissions. Ensure completeness of items received, and coordinate delivery of information to appropriate ICLE internal departments for processing.
* Manage efficient review of printer proof materials and printing details with internal departments
* Email post-event communications to contributors and sponsors.
* Proof assigned event marketing information (including review of event information posted on the website)
**15% - Budget, expense tracking, and annual planning assistance:**
* Provide facility cost information as a part of the annual budget cycle. Request updated pricing and estimate facility costs. Work with business office and the University when soliciting contracts to ensure ICLE and University policies are followed.
* Reconcile facility invoices against plans and banquet event orders. Track actual expenses against estimated. Code and submit invoices for payment.
* Coordinate with business office on invoicing and accounting.
* Review speaker reimbursement paperwork for accuracy, coding, and appropriate approvals.
**10% - Provide General Administrative Support to Event Planners:**
* Oversee planner's calendar including adding due dates and major milestones events. Provide reminders and follow-ups to ensure deadlines are met. Manage planner preparation for events and keep projects moving forward.
* Code and submit P-card purchase receipts and mileage expenses for self and planners.
* Make travel arrangements for speakers, ICLE staff, registrars, self, and planners.
* Other administrative tasks as assigned
**5% - Other** tasks **as assigned:**
* Serve on ICLE projects and strategic teams.
* Ensure compliance with Affirmative Action and Safety programs.
* Travel within state to event sites and to contributor offices for planning meetings.
* Flexibility to work evenings and weekends.
**Required Qualifications***
A Bachelor's degree or equivalent
3 years' experience providing administrative support for event projects, including tasks such as scheduling calls, arranging meetings, and coordinating due dates
Technical proficiency, including Microsoft Office
Experience working and collaborating well with others
Experience with tracking and projecting expenses
Familiarity with the concepts of project management and their application
Must complete a work sample administered by ICLE
Excellent driving record
**Additional Information**
The University of Michigan offers a comprehensive benefits program including health, dental, life insurance and vision coverage. We also offer a basic retirement plan with two-for-one university match of your pretax contributions after 12 months and a generous maternity and parental leave program.
**Working Title**
Event Support Specialist
**Work Location**
Ann Arbor Campus
**Department**
Continuing Legal Education Ins