Strategic Conference Coordinator & Events Lead

Wisconsin Union; Madison (WI); On-site; USD 27,000 - 38,000; Full time

Job summary

Wisconsin Union, UW Conferences & Events, is seeking a Conference Coordinator who is highly detail oriented and self-motivated to plan and manage multiple conferences throughout the year, on and off campus.

The role collaborates with campus departments, handles logistics, room diagrams, food and beverage, audiovisual needs, and creates registration and websites using various software programs.

Qualifications

• 1 year of event planning and/or event management experience.
• Experience working directly with customers to plan conferences and/or events.

Responsibilities

• Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer needs and ensure event compliance with institutional policy.
• Assists with planning and the creation of promotional materials and resources for events
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
• Create and maintain conference websites, registration sites, and abstract submission fees
• 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
• Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation

Skills

Event planning

Customer service

Tools

Scheduling software

Job description

Wisconsin Union, UW Conferences & Events, is seeking a Conference Coordinator who is highly detail oriented and self-motivated to plan and manage multiple conferences throughout the year, on and off campus.

The role collaborates with campus departments, handles logistics, room diagrams, food and beverage, audiovisual needs, and creates registration and websites using various software programs.