Event Intake Coordinator

University of Wisconsin Madison
$23.50 HOURLY
life insurance, paid time off
United States, Wisconsin, Madison
21 North Park Street (Show on map)
Jan 03, 2025
Job Summary: This position is responsible for performing intake functions as part of the overall event planning process for the Wisconsin Union facilities and the non-instructional general use of space in academic buildings as well as outdoor spaces on the University campus for meetings, 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. This position is located at the front desk of our CESO offices on the second floor of the Memorial Union. Additional responsibilities include: event planning, interpreting campus policies and procedures, meeting with customers, scheduling space, and gathering details regarding food and beverage, setup, and audiovisual equipment for approximately 60,000 events annually. In conjunction with meeting planning responsibilities, this position acts as a liaison between the Campus Event Services Office (CESO) and other Wisconsin Union and campus departments. This position requires the interpretation and application of complex policies, procedures and practices. 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. 30% Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates 30% Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues 15% Monitors and processes event related transactions and event data and records 20% Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities 5% 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 minimum: * 1 year of experience planning or managing on-site events. * Please describe the number of events and your responsibilities. Preferred but not required: * Experience with event management software. * Experience working directly with customers to plan events. * Experience with hybrid or virtual meeting planning. Work Schedule: Core hours for this position will be Monday thru Friday, 8:30am - 4:30pm with the occasional night or weekend depending on event needs. Work Type: Full Time: 100% It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location. Appointment Type, Duration: Ongoing/Renewable Salary: Minimum $23.50 HOURLY Depending on 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 Additional Information: The Wisconsin Union operates from several buildings on the UW-Madison campus including Memorial Union, Union South, Fluno Center, Pyle Center, University Club, Red Gym, and the Student Activity Center. The Wisconsin Union is a financially self-supporting division of the University of Wisconsin-Madison. Financial support for the organization is provided by income earned by over thirty food service units and a variety of nonfood units such as games, guest rooms, space rentals and campus vending. Substantial support is also provided by student fees. The total annual organizational budget is approximately $60 million dollars. Student Affairs is led by the Vice Chancellor for Student Affairs. Our staff is dedicated to serving students and to helping them succeed in and out of the classroom in areas including health and well-being, identity and inclusion, leadership and engagement, and student advocacy. Student Affairs includes departments led by the dean of students; departments that provide identity-based spaces and leadership resources; the Wisconsin Union; University Health Services; and University Recreation and Wellbeing. How to Apply: To apply for this position, please click on the "Apply Now" button. You will be asked to upload a resume and cover letter as a part of the application process. Please outline your relevant work experience and detail how it meets the required and any preferred qualifications. Contact: Kathleen Keller kathleen.keller@wisc.edu 608-262-9323 Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information. Official Title: Event Coordinator(DS023) Department(s): A96-WISCONSIN UNION/FAC MGT/CENTRL RES Employment Class: University Staff-Ongoing Job Number: 308840-CP 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.