Wisconsin Union Event Coordinator

UWMSN University of Wisconsin Madison; United States; On-site; USD 27,000 - 38,000; Full time

Job summary

Wisconsin Union Event Coordinators connect with diverse client groups to plan and execute campus events. You will handle space, vendors, food and beverage, AV needs, and room layouts, ensuring smooth execution and excellent service.

The role requires at least one year of event coordination experience, strong organization, and a customer-focused approach, with on-site work Monday–Friday 8:30 am–4:30 pm and occasional nights or weekends for events.

Qualifications

• A minimum of one year of professional experience in event coordination and/or event planning.
• Please describe the average number and size of events.
• Experience working directly with customers and providing customer service in-person, via telephone, and/or email.

Responsibilities

• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
• Monitors and processes event related transactions and event data and records
• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

Skills

Event coordination

Customer service

Multitasking

Tools

EMS

Mazevo

25Live

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.

Job Category: University Staff Employment Type: Regular Job Profile: Event Coordinator

Job Summary

Wisconsin Union Event Coordinators play a key role in supporting our mission by coordinating events that enrich campus life and foster community engagement. Working with a diverse array of client groups, this position oversees the planning, logistics, and execution of key venue details. In this role you will consult with customers to determine their event details including food and beverage selections, audio visual services, room layouts and equipment needs. A successful coordinator is detail oriented, is willing to be proactive, and can liaise with other teams internally and across campus to execute seamless events. We strive to provide high-quality service and operational excellence for our community.

Work Schedule and Location

Monday through Friday 8:30 am to 4:30 pm, with the occasional night or weekend to support an event 100% on-site

Key Job Responsibilities

• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
• Monitors and processes event related transactions and event data and records
• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

Department: Wisconsin Union

Compensation

The expected starting salary is $23.50/hour

Benefits

This position offers a comprehensive benefits package,

• generous paid time off
• competitively priced health/dental/vision/life insurance
• tax-advantaged savings accounts
• participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund

For a summary of benefits, please see. https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf

Required Qualifications

• A minimum of one year of professional experience in event coordination and/or event planning.
• Please describe the average number and size of events.
• Experience working directly with customers and providing customer service in-person, via telephone, and/or email.

Preferred Qualifications

• Familiarity with event management software platforms (e.g. EMS, Mazevo, 25Live).
• Strong organizational skills and ability to manage multiple events and priorities simultaneously.
• Excellent interpersonal communication skills, with a customer service mindset.
• Demonstrated ability to work collaboratively with a wide array of customers and stakeholders.

Contact Information: Kathleen Keller, [e-mail], 608-262-9323 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Institutional Statement on Diversity

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals. The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world. The University of Wisconsin-Madison is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website. To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre‑employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you. Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment. The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department. Work with purpose, make an impact, and grow your career. The University of Wisconsin–Madison is committed to equity, inclusion and employee well-being as we proudly work to improve the lives of people in Wisconsin and beyond. UW–Madison offers a wide range of professions that cover various interests and skill levels. We employ everything from accountants to arborists, chefs to custodians, editors to electricians, graphic designers to groundskeepers, HR associates to HVAC technicians, librarians to locksmiths, mechanics to medical assistants, painters to police officers, web designers to welders, and absolutely everything in between! No matter what you are looking for professionally, chances are you will not only find it but will thrive at it while working at the University of Wisconsin–Madison.