Conference Coordinator

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

Terminal (Fixed Term)

Event Coordinator

The Conference Management Team within UW Conferences & Events is looking for a highly detail oriented and self-motivated professional to join our team as a Conference Coordinator. This position will plan and manage multiple academic and professional conferences throughout the year, both on and off campus. The Conference Coordinator will collaborate with campus departments and organizers to oversee all aspects of event planning, including, logistics coordination, room diagrams, food and beverage planning, and audiovisual needs.

In addition, you will work with various software programs to detail out the event needs, create registration and websites.

The primary hours will be Monday-Friday 8:00 - 4:00, with an occasional night and or weekend depending on conference/program schedule.

Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation

• 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

Create and maintain conference websites, registration sites, and abstract submission fees

• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
• Assists with planning and the creation of promotional materials and resources for events
• Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer needs and ensure event compliance with institutional policy.

Wisconsin Union, UW Conferences & Events

The expected starting salary is $23.50/hour.

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:

• 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

https://www.wisconsin.edu/ohrwd/benefits/download/

• 1 year of event planning and/or event management experience
• Experience working directly with customers to plan conferences and/or events

• Experience using computerized scheduling and registration software systems

Jenny Lee, jenny.lee2,

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…