Event Coordinator

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Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Event Coordinator

Job Summary:

Join the UW Conferences & Events team at the Fluno Center. The Fluno Center, a full-service event destination and conference center located on the University of Wisconsin Campus in downtown Madison, is seeking an event coordinator.  In this role you will consult with customers to determine their event details including food menus, audio visual services, room layouts and set up. You'll work with department heads to fulfill event requirements and ensure execution.  The successful person in this role has the desire to become an expert user of complex event software, is a good listener, detail oriented, and is willing to be proactive. Our event team is committed to providing a first-class experience for our customers and guests with every experience, every detail, and every day.

Work Schedule and Location

Monday through Friday 8:00 am to 4:00 pm, with the occasional night or weekend to support an event

100% on-site

Key Job Responsibilities:

• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues

• Monitors and processes event related transactions and event data and records

• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities

• Strong administrative skills including data entry, maintaining records, handling correspondence, tracking deadlines, and coordinating multiple events simultaneously.

Department:

Wisconsin Union, UW conferences & Events

Compensation:

The expected starting salary is $23.50/hour

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS)pension fund. For a summary of benefits, please see.

https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf

Required Qualifications:

• A minimum of one year of professional experience in event coordination and/or event planning. Please describe the average number and size of events.
• Experience with hybrid or virtual meeting planning.
• Exceptional organization, attention to detail, and clear communication with clients and department heads.

Preferred Qualifications:

• Familiarity with event management software platforms (e.g. EMS, Mazevo, 25Live).
• Strong organizational skills and ability to manage multiple events and priorities simultaneously.
• Excellent interpersonal communication skills, with a customer service mindset.
• Demonstrated ability to work collaboratively with a wide array of customers and stakeholders.

Education:

No degree required but a 2-year degree or associate degree in event planning is preferred

How to Apply:

Applicants should attach a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process.

This job will be posted until the position has been filled.

Contact Information:

Kathleen Keller, [email protected], 608-262-9323 

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer. 

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment. 
 
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). 
 
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.