School for Workers Events Coordinator

University of Wisconsin Madison
$19.83 HOURLY
United States, Wisconsin, Madison
21 North Park Street (Show on map)
Mar 05, 2025
Job Summary: The School for Workers is seeking candidates to work in a small academic department that offers a dynamic environment where you collaboratively work with faculty and staff while independently completing your tasks. You'll have the opportunity to take on varied responsibilities, contribute to meaningful projects, and make a tangible impact on the department's success. In this setting, you'll play a key role in supporting faculty needs, navigating shifting priorities with flexibility and professionalism, and ensuring the smooth day-to-day operation of the department. Working closely with faculty, instructors, and event teams, this position oversees the full event lifecycle - from scheduling and development to delivery and evaluation. Responsibilities include managing logistics such as catering, audiovisual needs, registration services, and coordinating with vendors for lodging, event spaces, and transportation. - 25% Coordinate and source venue logistics, including contracts, audiovisual needs, catering, and layout specifications and coordinates details and resolves operational issues. Secures resources for program activities across multiple work units to ensure optimum efficiency and compliance with appropriate policies, procedures, and specifications. - 25% Manage program registration. Register program participants in registration system (Filemaker/Canva); respond to inquiries, communicate with registrants regarding logistics (schedule, location, payment, and other program information). - 15% Assists with planning and the creation of program materials and resources for events and related department needs. - 15% Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities. Oversee on-site event execution, ensuring all details align with customer expectations. - 20% Process all department financial transactions using SFS and WISER, including invoicing participants, collecting, and processing deposits, reconciling expenses, receivables, and payables processing refunds, and maintaining program financial records Responsibilities: Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer need and ensure event compliance with institutional policy. 25% Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates 25% Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues 20% Monitors and processes event related transactions and event data and records 15% Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities 15% Assists with planning and the creation of promotional materials and resources for events 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. For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion Education: Preferred Bachelor's Degree Qualifications: Required Qualifications: - Event coordination including registration, check-in, room reservation, meal planning. - Experience using common office productivity and communication resources (such as Microsoft Outlook, Word, Excel, PowerPoint, and Adobe Acrobat software) - Administrative support experience requiring excellent organizational and time management skills - Experience coordinating and carrying out logistics, including calendar management and meeting coordination - Time management and organizational skills with strong attention to detail - Experience collaborating with a team on projects, developing standards, sharing ideas, and coordinating workflows and work independently with limited supervision and manage multiple priorities at the same time Preferred Qualifications: - Experience with data entry and maintaining databases (Filemaker) - Experience working on multiple projects from different supervisors or stakeholders simultaneously - Experience with financial processes and systems including expense reimbursements and purchasing cards and travel arrangements - Experience creating financial reports Work Schedule: Anticipated at least 3 days a week in the office, with increased in office work in the ~2 weeks before an event. Work Type: Full or Part Time: 75% - 100% This position may require some work to be performed in-person, onsite, at a designated campus work location. Some work may be performed remotely, at an offsite, non-campus work location. Appointment Type, Duration: Terminal, 7 month appointment. This position has the possibility to be extended or converted to an ongoing appointment based on need and/or funding Salary: Minimum $19.83 HOURLY Depending on Qualifications How to Apply: To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume, cover letter, and list of three professional/supervisor references as a part of the application process. References will not be contacted without prior notice. Please ensure your resume and cover letter address how you meet the minimum/preferred qualifications for the position. Contact: Zachary Yafai zyafai@wisc.edu 608-262-3282 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information. Official Title: Event Coordinator(DS023) Department(s): A93-DIVN OF CONTINUING STUDIES/SCHOOL FOR WORKERS/SFW-DLE Employment Class: University Staff-Fixed Term Job Number: 312195-CJ The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer. Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, 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 through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/ Employment may require a criminal background check. It may also require you and your references to answer questions regarding 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.