Conference Coordinator

UWMSN University of Wisconsin Madison; United States; On-site; USD 48,000 - 56,000; Full time

Job summary

The Conference Management Team within UW Conferences & Events at the University of Wisconsin–Madison is seeking a detail-oriented Conference Coordinator to plan and manage multiple conferences on and off campus, coordinating logistics, room diagrams, food and beverage, and AV needs.

You will collaborate with campus departments, create registration sites, and work with various software to detail event needs, manage budgets, and ensure high-quality service.

Qualifications

• 1 year of event planning and/or event management experience
• Experience working directly with customers to plan conferences and/or events
• Experience using computerized scheduling and registration software systems

Responsibilities

• Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer needs and ensure event compliance with institutional policy.
• Assists with planning and the creation of promotional materials and resources for events
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
• Create and maintain conference websites, registration sites, and abstract submission fees
• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
• Monitors and processes event related transactions and event data and records
• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
• Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation

Skills

Event planning

Customer service

Tools

Scheduling software

Job description

Current Employees

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Job Category

University Staff

Employment Type

Terminal (Fixed Term)

Job Profile

Event Coordinator

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. This position will plan and manage multiple academic and professional conferences throughout the year, both on and off campus. The Conference Coordinator will collaborate with campus departments and organizers to oversee all aspects of event planning, including, logistics coordination, room diagrams, food and beverage planning, and audiovisual needs. In addition, you will work with various software programs to detail out the event needs, create registration and websites.

Work Schedule and Location

The primary hours will be Monday-Friday 8:00 - 4:00, with an occasional night and or weekend depending on conference/program schedule.

Key Job Responsibilities

• Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer needs and ensure event compliance with institutional policy.
• Assists with planning and the creation of promotional materials and resources for events
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
• Create and maintain conference websites, registration sites, and abstract submission fees
• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
• Monitors and processes event related transactions and event data and records
• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
• Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation

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

Appointment Duration

Terminal, 2 year project appointment.

Required Qualifications

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

Preferred Qualifications

• Experience using computerized scheduling and registration software systems

Contact Information

Jenny Lee, [e-mail], 608-265-1157

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. Work with purpose, make an impact, and grow your career. The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond. UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.