Scheduling and Events Coordinator

Jobtailor; Madison (WI); On-site; USD 45,000 - 65,000; Full time

Job summary

Jobtailor is seeking an experienced events coordinator to manage university events, space planning, and cross‑functional collaboration with student groups and university stakeholders.

The role emphasizes attention to detail, strong communication, and budget oversight, with hands-on use of EMS and Social Tables in a fast-paced academic setting.

Qualifications

• Experience coordinating multiple events and priorities with accuracy.
• Experience collaborating with students, clients, stakeholders, or partners.
• Strong written and verbal communication and customer service.
• Ability to think critically and solve problems in fast-paced environments.
• Experience with Microsoft Office Suite (Word, Excel, Outlook) or similar software.

Responsibilities

• Establishes and executes day-to-day operational functions and goals of events.
• Use EMS Event Management System and Social Tables to manage space assignments.
• Collaborate with student and campus groups including Risk Management, Leadership & Involvement, and University Health Services.
• Research, purchase and maintain inventory, and track all event equipment.
• Establishes and sustains relationships with internal and external stakeholders.
• Monitors the budget and approves expenditures.
• Identify, propose, and implement new or revised unit operational policies and procedures.
• May supervise staff of at least 2.0 FTE or equivalent employees.

Skills

Event Coordination

Budget Management

Stakeholder Engagement

Microsoft Office Suite

Critical Thinking

Tools

EMS Event Management System

Social Tables

Job description

• Establishes and executes day-to-day operational functions and goals of events to align with existing strategy
• Use and maintain scheduling & diagramming software (EMS Event Management System and Social Tables) to ensure appropriate space assignments
• Work closely with student and campus groups including, but not limited to, Risk Management, Office of Student Organizations, Leadership & Involvement, and University Health Services
• Research, purchase and maintain inventory, and track all event equipment
• Establishes and sustains relationships with internal and external stakeholders
• Monitors the budget and approves expenditures
• Identifies, proposes, and implements new or revised unit operational policies and procedures
• May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 FTE or equivalent employees

Requirements

• Experience coordinating multiple events, reservations, projects, or operational priorities simultaneously while maintaining a high level of accuracy and attention to detail.
• Experience working collaboratively with students, clients, stakeholders, or organizational partners to coordinate logistics and achieve shared outcomes.
• Strong written and verbal communication skills and a demonstrated commitment to customer service.
• Ability to think critically, exercise sound judgment, and solve problems in a fast-paced environment.
• Experience with Microsoft Office Suite (Word, Excel, Outlook) or similar software.

Core Competencies

Demonstrates expertise in event coordination, operational management, and stakeholder engagement while maintaining a strong focus on customer service and budget oversight.

Highest-signal resume keywords

• Event Coordination
• Budget Management
• Stakeholder Engagement
• Microsoft Office Suite
• Critical Thinking

Hard Skills

• Event Management
• Operational Policy Implementation
• Inventory Management
• Scheduling Software
• Diagramming Software

Soft Skills

• Communication Skills
• Attention to Detail
• Problem Solving
• Collaboration
• Customer Service

Industry Keywords

• Risk Management
• Student Organizations
• Leadership
• University Health Services

Tools & Technologies

• EMS Event Management System
• Social Tables