Event Intake Coordinator

This position is responsible for performing intake functions as a part of the overall event planning process for Wisconsin Union facilities and for non-instructional general use of space in academic buildings as well as outdoor spaces on the University campus for meeting receptions, seminars, and special events. As part of the intake team, this position will assess incoming requests, approve or deny space requests, supervise student employees, and complete a variety of integral planning tasks that will ensure the overall success of events. Additional responsibilities include: event planning, interpreting campus policies and procedures, meeting with customers, scheduling space, and gathering details regarding food and beverage, setup, and audio-visual equipment for approximately 60,000 events annually. In conjunction with meeting planning responsibilities, this position acts as a liaison between the Campus Events Services Office and other Wisconsin Union and campus departments. This position requires the interpretation and application of complex policies, procedures, and practices.

Work Schedule and Location

Monday thru Friday 8 am to 4:00 pm, with the occasional night or weekend to support an event

100% on-site

Memorial Union

• Monitors and processes event related transactions and event data and records

• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities

• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues

• Assists with planning and the creation of promotional materials and resources for events

Wisconsin Union, University Conferences & Events, Campus Events Services Office

The starting salary is $23.50/hour - but is negotiable based on experience and qualifications.

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and 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

• A minimum of one year of professional event planning experience- please describe the average number of events and your responsibilities.

• Experience with event management software.

• Experience working directly with customers to plan events.

• Experience with hybrid or virtual meeting planning.

Applicants should attach a letter of qualifications and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process.

Kathleen Keller, kathleen.keller@wisc.edu, 608-262-9323

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

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.