Conference Coordinator

University of Wisconsin Madison; Brantford; On-site; CAD 60,000 - 80,000; Full time

Job summary

The University of Wisconsin-Madison is seeking a Conference Coordinator to manage multiple academic and professional conferences. This role involves planning logistics, coordinating with vendors, and ensuring compliance with institutional policies. Ideal candidates are detail-oriented and thrive in fast-paced environments.

Benefits

Comprehensive benefits package

Generous paid time off

Health/dental/vision/life insurance

Tax-advantaged savings accounts

Participation in pension fund

Qualifications

• Minimum of 1 year of event planning and/or event management experience.
• Experience working directly with customers to plan conferences and/or events.

Responsibilities

• Plans and schedules logistics for events, ensuring compliance with policies.
• Communicates with customers to determine event details and requirements.
• Creates and maintains conference websites and registration sites.

Skills

Event Planning

Customer Service

Organizational Skills

Education

Bachelor's Degree

Tools

Computerized Scheduling Software

Job description

Job Summary:

The Conference Management Team within UW Conferences & Events is looking for a highly detail-oriented and self-motivated professional to join our team as a Conference Coordinator. Conference Coordinators are responsible for helping to plan and manage multiple academic and professional conferences throughout the year both on and off campus. This position will work closely with campus departments and conference organizers to successfully plan and implement events. Responsibilities also include:

* Creating conference registrations and websites
* Working with various software programs to detail event needs and create room diagrams
* Developing food and beverage service
* Determining audio visual needs
* Overseeing all aspects of planning for a single or multiday conference

A successful candidate in this role will be extremely organized and enjoy working at a fast pace while managing the logistics of multiple conferences simultaneously.

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.

• 25% Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates


• 20% Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues


• 10% Monitors and processes event related transactions and event data and records


• 15% 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


• 10% Create and maintain conference websites, registration sites, and abstract submission fees


• 10% Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation

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

Qualifications:

* Minimum of 1 year of event planning and/or event management experience.
* Experience using computerized scheduling and registration software systems.
* Experience working directly with customers to plan conferences and/or events. Please include the number of events you assisted in planning per year.

Work Schedule:

The primary hours will be Monday - Friday 8:30 - 4:30, with an occasional night or weekend depending on conference/program schedule.

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:

Terminal, 24 month appointment.
This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding

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 relevant work experience as it relates to the qualifications.

Contact:

Jenny Lee
[e-mail]

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-Fixed Term

Job Number:

312202-CJ

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, click here

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 Division 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 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.