Event Specialist

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

Job summary

The University of Wisconsin–Milwaukee is seeking an Event Specialist to support the planning, coordination, and execution of Advancement events that engage alumni, donors, friends, and campus partners. The role emphasizes high-quality, mission-driven experiences that strengthen engagement and donor stewardship.

Reporting to the Advancement Event Manager, you will assist with signature events, alumni programs, and campus celebrations, while managing multiple logistics, reservations, and vendor

Qualifications

• Bachelor’s degree 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

• 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.

Education

Bachelor’s degree.

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 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.

Reasonable Accommodations

Pursuant to university policy, UWM 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 414-229-4463. 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

UWM is a State agency and subject to Wisconsin’s Open Records Law. UWM 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 and Reference Check Policy

Employment will require a criminal background check. UWM takes the prevention of sexual misconduct seriously. As such, you and your references will be required to answer questions regarding any past findings of sexual violence and sexual harassment or any pending allegations of sexual violence or sexual harassment.

Annual Security and Fire Safety Report (Clery Act)

For the UWM Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see http://www.cleryact.uwm.edu/, or call UWM’s Dean of Students Office, Student Union 345 at [phone] for a paper copy.

Employment Authorization

In compliance with federal law, all persons at the time of their start date will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

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.