Event Coordinator

University of Wisconsin; United States; On-site; USD 24,000 - 34,000; Full time

Job summary

The University of Wisconsin Oshkosh is seeking an Event Coordinator to manage planning, coordination, and execution of Winter and Spring Commencement ceremonies, university awards, convocation, and other events. The role includes event logistics, vendor coordination, scheduling, and supervision of student staff and volunteers.

You will also support summer camp and conference programs, liaise with campus partners, and ensure seamless on-site event management.

Qualifications

• Demonstrated excellence in customer service and interpersonal skills.
• Proven excellent communication skills, both verbally and in writing.
• Demonstrated ability to interact positively with staff and clientele from a variety of backgrounds, experiences, and perspectives.
• Knowledge of Microsoft Office suite.
• Demonstrated commitment to fostering a respectful, professional, and inclusive workplace environment.
• Bachelor's Degree

Responsibilities

• Assists with planning and the creation of promotional materials and resources for events
• 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
• Designated Event Coordinator for the following campus events: Commencement - Winter ceremony and Spring 2 ceremonies, University Honors & Awards; Facilitate & gather award winners information; maintain award inventory, Homecoming; facilitate Titan Tailgate Campus Special Events as assigned
• Designated Event Coordinator for a small portfolio of summer camps and conferences to include lodging assignments and individual camp coordinator communication
• Event Coordinator to assist in the EAA Airventure Lodging operations week of EAA-July
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

Skills

Customer service

Excellent communication

Interpersonal skills

Diversity awareness

Education

Bachelor's Degree

Tools

Microsoft Office

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.

Position Title

Event Coordinator

Job Category

University Staff

Employment Type

Regular

Job Profile

Event Coordinator

Job Duties

The Event Coordinator is responsible for the planning, coordination, and execution of Winter and Spring Commencement Ceremonies. In addition, the Event Coordinator provides assistance with the University Awards Ceremony, Convocation, and other University-sponsored events throughout the year. Responsibilities include event planning and logistics, vendor procurement and coordination, development and management of schedules and timelines, recruitment and supervision of student employees and volunteers, coordination of event participants, and providing onsite event management and support. The Event Coordinator also manages a portfolio of summer camp and conference clients and provides support for EAA registration operations.

Key Job Responsibilities

• Assists with planning and the creation of promotional materials and resources for events
• 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
• Designated Event Coordinator for the following campus events: Commencement - Winter ceremony and Spring 2 ceremonies, University Honors & Awards; Facilitate & gather award winners information; maintain award inventory, Homecoming; facilitate Titan Tailgate Campus Special Events as assigned
• Designated Event Coordinator for a small portfolio of summer camps and conferences to include lodging assignments and individual camp coordinator communication
• Event Coordinator to assist in the EAA Airventure Lodging operations week of EAA-July
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

Department

Events and Conference Services

Compensation

$21.00 per hour

Required Qualifications

• Demonstrated excellence in customer service and interpersonal skills
• Proven excellent communication skills, both verbally and in writing
• Demonstrated ability to interact positively with staff and clientele from a variety of backgrounds, expereinces, and perspectives
• Knowledge of Microsoft Office suite
• Demonstrated commitment to fostering a respectful, professional, and inclusive workplace environment
• Bachelor's Degree

Preferred Qualifications

• Experience in special event planning, coordination and execution

Work Authorization

Unless otherwise indicated in the job posting, the University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. UW Oshkosh is not an e-verify employer; therefore, STEM extensions are not options for work authorization.

Legal Notices

Reasonable Accommodations

UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact [e-mail] or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials

UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO Police Department, at [phone] for a paper copy.

Equal Opportunity Employer

UW is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, status as a protected veteran, or any other bases protected by applicable federal or State law and UW System policies. We are committed to building a workforce that represents a variety of backgrounds, perspectives, and skills, and encourage all qualified individuals to apply.

The Universities of Wisconsin serve approximately 161,000 students. Awarding nearly 37,000 degrees annually, the Universities of Wisconsin is Wisconsin’s talent pipeline, putting graduates in position to increase their earning power, contribute to their communities, and make Wisconsin a better place to live. Nearly 90 percent of in-state Universities of Wisconsin graduates stay in Wisconsin five years after earning a degree – with a median salary of more than $66,000. The Universities of Wisconsin provides a 23:1 return on state investment. The Universities of Wisconsin also contribute to the richness of Wisconsin’s culture and economy with groundbreaking research, new companies and patents, and boundless creative intellectual energy. The Universities of Wisconsin and its employees are purpose-driven, people-focused, and committed to stewardship.