Event Coordinator

  • Full Time
  • Madison

Website PBS Wisconsin

JOB NO:257574-US

JOB SUMMARY: The Event Coordinator provides support for events for PBS Wisconsin and Friends of PBS Wisconsin, including Garden & Landscape Expo and The Great Wisconsin Quilt Show. These annual fundraising and community engagement events each draw more than 20,000 attendees and include hundreds of vendors and volunteers. The Event Coordinator oversees complex logistical details, provides customer support, and monitors event data and transactions. This position reports to the Expo Manager and is part of the Development Department.
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.

  • 10% 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
  • 25% Monitors and processes event related transactions and event data and records
  • 25% Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
  • 10% Assists with planning and the creation of promotional materials and resources for events
  • 5% Oversees the work and scheduling of a small team of part-time seasonal employees
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
Associate’s Degree
1. Minimum of three years of experience in event planning.
2. Experience scheduling and organizing complex event logistics with attention to detail.
3. Experience monitoring and processing data and transactions.
4. Experience providing customer service and support.
5. Strong written and verbal communication with customers, stakeholders, and colleagues in many different areas.

1. Experience with project management tools and database applications.
2. Experience with event registration and ecommerce platforms.
3. Experience in the development and delivery of marketing and communication materials.
4. Experience overseeing or providing leadership support to staff and/or volunteers.
5. Experience working in or managing a call center with a high volume of traffic.

COVID-19 CONSIDERATIONS: UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: https://policy.wisc.edu/library/UW-5086. Please visit https://covidresponse.wisc.edu for the most up-to-date information.
WORK SCHEDULE: M-F 9-5pm with some nights and weekends for events.
WORK TYPE: Full Time: 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.

SALARY: Minimum $19.23 HOURLY
Depending on Qualifications
Actual pay will depend on experience and qualifications.
ADDITIONAL INFORMATION: This is an hourly position with an expected annual rate in the low to mid-$40’s range. Actual pay will depend on experience and qualifications. PBS Wisconsin offers a comprehensive benefits package, including generous vacation, sick leave, healthcare, and pension.

The person in this position will be required to comply with the Ethical Guidelines for All Staff of Wisconsin Public Radio and Television located here: https://pbswisconsin.org/about/, in addition to the UW-Madison code of ethics.

This position typically works Monday through Friday 9:00-5:00, and some evenings and/or weekends for events. Additionally, the person in this position must be able to occasionally lift and carry heavy items and move throughout the event venue over several long days.

The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment.

HOW TO APPLY: Apply online by 11:55pm on the applications close date. The job number is 257574.

The following must be received for your application to be complete: 1) Resume; 2) A cover letter describing how your experience relates to the listed required and preferred job qualifications. 3) A list of at least three professional references with titles, emails, and phone numbers (include at least one supervisory reference). Note that references will not be contacted without your prior knowledge.

Questions? Contact: Erin Cook, 821 University Avenue, Madison, WI, 53706; 608-263-0477; [email protected].

CONTACT: Erin Cook
[email protected]
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

OFFICIAL TITLE: Event Coordinator(DS023)
EMPLOYMENT CLASS: University Staff-Ongoing
The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

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 will require a criminal background check. It will 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.

APPLICATIONS OPEN:MAY 3 2022 Central Daylight Time

To apply for this job please visit jobs.hr.wisc.edu.

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