Conference Coordinator

University of Wisconsin Madison
$23.50 HOURLY
life insurance, paid time off
United States, Wisconsin, Madison
21 North Park Street (Show on map)
Feb 03, 2025
Job Summary: We are seeking a detail-oriented and customer-focused Conference Coordinator to plan, manage, and execute events for various campus departments. This role involves venue selection, coordination of event details, and utilizing event management software to ensure seamless planning and execution. The Conference Coordinator will collaborate with campus departments, conference organizers, and program directors from the Interdisciplinary Professional Programs within the College of Engineering to support both credit and non-credit professional development courses. Working closely with faculty, instructors, and event teams, this position oversees the full event lifecycle - from scheduling and development to delivery and evaluation. Responsibilities include managing logistics such as catering, audiovisual needs, registration services, and coordinating with vendors for lodging, event spaces, and transportation. Responsibilities: * Research and secure suitable venues based on client needs and event requirements. * Coordinate and source venue logistics, including contracts, audiovisual needs, catering, and layout specifications. * Utilize event management software to track registrations. * Oversee on-site event execution, ensuring all details align with customer expectations. * Welcome guests, assist with registration, and address inquires. * Collaborate with campus departments and external third party companies. * Troubleshoot and resolve any event-related issues to ensure a smooth experience. Responsibilities: Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer need and ensure event compliance with institutional policy. 30% Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates 30% Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues 20% Monitors and processes event related transactions and event data and records 10% Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities 10% Assists with planning and the creation of promotional materials and resources for events 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. For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion Education: Preferred Bachelor's Degree Preference will be given to degrees in business, hotel management, commercial recreation, tourism, hospitality, or related field. An equivalent combination of education and experience may be substituted. Qualifications: * Strong Organizational and multitasking skills. * Excellent communication and customer service abilities. * Experience with event management software. * 1 year experience with venue coordination. Work Schedule: Regular hours are Monday through Friday, 8:30 AM to 4:30 PM, with occasional early morning, evening or weekend shifts depending on conference and program schedules. Work Type: Full Time: 100% It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location. Appointment Type, Duration: Ongoing/Renewable Salary: Minimum $23.50 HOURLY Depending on Qualifications 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 Additional Information: The Wisconsin Union operates from several buildings on the UW-Madison campus including Memorial Union, Union South, Fluno Center, Pyle Center, University Club, Red Gym, and the Student Activity Center. The Wisconsin Union is a financially self-supporting division of the University of Wisconsin-Madison. Financial support for the organization is provided by income earned by over thirty food service units and a variety of nonfood units such as games, guest rooms, space rentals and campus vending. Substantial support is also provided by student fees. The total annual organizational budget is approximately $60 million dollars. Student Affairs is led by the Vice Chancellor for Student Affairs. Our staff is dedicated to serving students and to helping them succeed in and out of the classroom in areas including health and well-being, identity and inclusion, leadership and engagement, and student advocacy. Student Affairs includes departments led by the dean of students; departments that provide identity-based spaces and leadership resources; the Wisconsin Union; University Health Services; and University Recreation and Wellbeing How to Apply: To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume and cover letter as a part of the application process. Please outline your education and relevant work experience as it relates to the qualifications. Contact: Kathleen Keller kathleen.keller@wisc.edu 608-262-9323 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information. Official Title: Event Coordinator(DS023) Department(s): A96-WISCONSIN UNION/FAC MGT/NSCU Employment Class: University Staff-Ongoing Job Number: 311360-CP The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/ Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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.