Event Specialist

University of Wisconsin Colleges; Milwaukee (WI); Hybrid; USD 58,000 - 65,000; Full time

Job summary

The University of Wisconsin Colleges is seeking an Event Specialist to support planning and execution of Advancement events that strengthen alumni relations, donor engagement, and campus pride. You will collaborate with University Advancement, campus partners, vendors, and volunteers to deliver high-quality experiences.

Reporting to the Advancement Event Manager, the role requires strong organizational skills, meticulous attention to detail, and the ability to manage multiple event logistics,

Qualifications

• Bachelor’s degree is required.
• Experience supporting events, programs, customer service, hospitality, student activities, alumni relations, fundraising, marketing, or related work.
• Strong organizational skills and attention to detail.
• Ability to manage multiple deadlines and logistics.
• Strong written and verbal communication skills.

Responsibilities

• Support the planning and execution of annual Advancement events, alumni engagement events, donor recognition events, stewardship gatherings, campus celebrations, and other programs.
• Coordinate event logistics including timelines, room reservations, catering, rentals, signage, parking, registration, name tags, supplies, AV needs, and vendor communication.
• Assist with event setup, staffing, guest check-in, troubleshooting, and post-event wrap-up.
• Maintain detailed planning documents, production schedules, supply lists, and run-of-show materials.
• Provide professional communication with guests, alumni, donors, vendors, and university colleagues.

Skills

Organizational skills

Written communication

Verbal communication

Customer service

Education

Bachelor's degree

Job description

## **Position Title:**Event Specialist## **Job Category:**Academic Staff## **Employment Type:**Regular## **Job Profile:**Alumni Relations Specialist## **Job Duties:**The Event Specialist supports the planning, coordination, and execution of University Advancement events that strengthen relationships with alumni, donors, friends, campus partners, and the broader UWM community. This position plays a key role in delivering high-quality, mission-driven experiences that advance alumni engagement, donor stewardship, and institutional pride.Reporting to the Advancement Event Manager, the Event Specialist assists with annual signature events, alumni engagement programs, donor and stewardship events, campus celebrations, and other Advancement activities. This role is highly execution-focused and requires strong organization, attention to detail, follow-through, customer service, and the ability to manage multiple event logistics at once.The Event Specialist works closely with colleagues across University Advancement, campus departments, vendors, and external partners to ensure events are well-planned, welcoming, professional, and aligned with UWM’s goals and brand. This position will be expected to work occasional evenings and weekends.## **Key Job Responsibilities:**## **Event Planning and Execution*** Support the planning and execution of annual signature Advancement events, alumni engagement events, donor recognition events, stewardship gatherings, campus celebrations, and other special programs.* Coordinate event logistics, including timelines, room reservations, catering, rentals, signage, parking, registration, name tags, supplies, audiovisual needs, and vendor communication.* Assist with event setup, staffing, guest check-in, troubleshooting, and post-event wrap-up.* Maintain detailed event planning documents, production schedules, supply lists, and run-of-show materials.* Ensure event spaces are prepared, welcoming, and aligned with the tone and purpose of each event. ## **Alumni and Donor Engagement Support*** Help create positive, meaningful experiences for alumni, donors, volunteers, students, families, and campus guests.* Support events that build alumni pride, encourage lifelong engagement, and strengthen donor relationships.* Assist with volunteer, host committee, or campus partner coordination as needed.* Provide responsive and professional communication with event guests, alumni, donors, vendors, and university colleagues.## ## **Administrative and Operational Support*** Track event details, attendance, RSVPs, expenses, and follow-up needs.* Assist with event communications, invitation lists, registration platforms, and basic reporting.* Process invoices, purchase requests, vendor paperwork, and other event-related administrative tasks.* Help maintain event supplies, branded materials, and shared planning resources.* Support post-event evaluation, including attendance summaries, feedback, and recommendations for improvement. **Collaboration and Campus Partnership*** Work collaboratively with Advancement colleagues, Alumni Association staff, development officers, communications staff, and campus partners.* Represent University Advancement professionally at events and meetings.* Assist with multiple events and priorities during high-volume periods, including evenings and occasional weekends.## **Compensation:**$58,000 - $65,000## **Required Qualifications*** Bachelor’s degree.* Experience supporting events, programs, customer service, hospitality, student activities, alumni relations, fundraising, marketing, or related work.* Strong organizational skills and attention to detail.* Ability to manage multiple deadlines and logistics.* Strong written and verbal communication skills.## **Preferred Qualifications*** Experience supporting events in a higher education, nonprofit, community organization, or an alumni/donor relations setting.* Familiarity with event registration systems, databases, and project management platforms.* Experience working with vendors, volunteers, alumni, donors, or campus partners.* Interest in alumni engagement, philanthropy, community-building, and public higher education.## **How to Apply:**Complete application materials must include **a cover letter and detailed resume** addressing educational and professional level work experience as it relates to all minimum and preferred qualifications. **Applications missing any of the required documents listed prior to the application deadline will be marked as incomplete and will not be considered.**In instances where the Search and Screen Committee is unable to ascertain from a candidate’s application materials whether they meet any of the qualifications, they will be evaluated as not meeting such qualifications.Finalist candidate(s) being considered for hire will be required to provide three professional/supervisor references through an external reference checking tool. References will not be contacted prior to candidates being notified.Apply electronically by the application deadline date of **October 17****, 2026.** Questions about this position should be directed to Joshua Xiong at [e-mail]