Coordinator of Event Volunteers

UWMSN University of Wisconsin Madison; United States; Hybrid; USD 34,000 - 36,000; Full time

Job summary

University of Wisconsin–Madison seeks a Coordinator of Event Volunteers to recruit, train, and support volunteers for The Great Wisconsin Quilt Show, Garden & Green Living Expo, and Auction. You will lead volunteer engagement across events, coordinating with the Audience and Marketing Department and reporting to the Events Manager.

The role offers 0.75 to 1.0 FTE, with flexible hours and some evenings/weekends to support events.

Qualifications

• Experience overseeing or providing leadership support to staff and/or volunteers.
• Experience scheduling and organizing complex logistics with attention to detail.
• Experience providing customer service and support.
• Strong verbal communication with stakeholders, community members, and colleagues.
• Experience with project management tools & database applications.

Responsibilities

• Recruit, Coordinate, train and motivate volunteer corps
• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
• Assists with planning and the creation of promotional materials and resources for events
• Monitors and processes event related transactions and event data and records
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities

Skills

Volunteer management

Event coordination

Customer service

Communication

Detail-oriented

Education

Associate's or Bachelor's degree preferred

Job description

Current Employees: If you are currently employed at any of the Universities of Wisconsin, log in to Workday to apply through the internal application process.

Job Category: University Staff Employment Type: Regular Job Profile: Event Coordinator

Job Summary: PBS Wisconsin and Friends of PBS Wisconsin are seeking a collaborative and detail-oriented Coordinator of Event Volunteers to recruit, coordinate, train, and support volunteers for The Great Wisconsin Quilt Show, Garden & Green Living Expo, and Auction. These signature fundraising and community engagement events rely on hundreds of volunteers each year, and this position plays a key role in creating a positive volunteer experience while ensuring events run smoothly and successfully. The Coordinator of Event Volunteers is part of the Audience and Marketing Department and reports to the Events Manager. This position serves as the primary lead for volunteer engagement across assigned events, including volunteer recruitment, training, scheduling, communication, and recognition. While the position does not directly supervise employees, it provides leadership and guidance to hundreds of event volunteers. The position also supports other station events throughout the year and may serve as the lead coordinator for donor station tour experiences.

This position offers flexibility between 0.75 FTE (30 hours a week) and 1.00 FTE (40 hours a week). The final appointment percentage will be determined in collaboration between the selected candidate and the supervisor, taking into consideration departmental needs and the candidate’s preferences and availability. Duties and responsibilities will be tailored to align with the selected candidate's appointment level. Expected start date is January 4, 2027, however, a start date will be decided once a candidate is selected and a date is agreed upon. This position is Ongoing/Renewable.

Work hours are typically 8:30am-5:00pm CT, and some evenings and/or weekends for events. Headquarters location is Madison, WI. This position experiences its highest workload during August and September in support of volunteer recruitment for The Great Wisconsin Quilt Show. This position works at Vilas Communication Hall on the UW-Madison campus with the option of working partially remote in a hybrid schedule. Some work may be performed remotely, at an offsite, non-campus work location. The final schedule can be discussed in the offer stage, but fully remote candidates will not be accepted. Remote work requires an approved flexible work arrangement (FWA). A FWA requires successful candidates to possess their own high-speed internet and phone to perform the work on a university provided computer. Per University policy, transportation between home and assigned work location is not payable/reimbursable and will be at the expense of the employee. Additionally, this position must be able to occasionally lift and carry event materials and equipment, including boxes of merchandise, printed materials, tables, chairs, and easels, and remain mobile throughout event venues during extended, multi-day events. It is expected that employees will make individual arrangements for transportation adequate to meet position responsibilities and essential job functions. Information about UW-Madison Driver Authorization can be found at: https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/.

Key Job Responsibilities

• Recruit, Coordinate, train and motivate volunteer corps
• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
• Assists with planning and the creation of promotional materials and resources for events
• Monitors and processes event related transactions and event data and records
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities

Preferred Qualifications

• Experience with project management tools and database applications
• Experience in the development and delivery of marketing and communication materials
• Experience updating and maintaining web pages

Required Qualifications

• Experience overseeing or providing leadership support to staff and/or volunteers
• Experience scheduling and organizing complex logistics with attention to detail
• Experience providing customer service and support
• Strong verbal communication with stakeholders, community members, and colleagues in many different areas

Education

Associate's degree or bachelor's degree preferred; equivalent professional experience will also be considered.

Compensation

This is an hourly position with an anticipated pay range of $25.00 to $26.50 per hour. The equivalent annualized salary range is approximately $52,000 to $55,000 for a full-time (1.0 FTE, 40 hours per week) appointment. This position may be filled between 0.75 and 1.0 FTE, with compensation prorated based on the selected candidate's appointment percentage. Actual pay will depend on experience and 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/fasl.pdf .

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.