Coordinator of Scheduling & Events

Job Category:Academic Staff

Employment Type:Regular

Job Profile:Event Manager

Job Summary:

Recreation & Wellbeing (Rec Well) at the University of Wisconsin–Madison is seeking a detail-oriented, innovative, and energetic professional to join our team as a Coordinator of Scheduling & Events. Reporting to the Assistant Director of Scheduling & Events, this position plays a vital role in supporting one of the nation’s premier collegiate recreation departments through the coordination of facility scheduling, student mentorship and supervision, event operations, and customer service. The Coordinator works extensively with student employees, Sport Clubs, and Registered Student Organizations (RSOs), helping students access recreation and wellbeing spaces, programs, and services that support their success and engagement on campus. Working in a fast-paced and collaborative environment, the Coordinator helps ensure the successful planning and execution of thousands of student-focused practices, competitions, meetings, programs, and events across Rec Well’s diverse portfolio of indoor and outdoor spaces that serve an average of 3,500 students each day during the academic year.

This position works closely with leaders and members of approximately 50 Sport Clubs and more than 500 Registered Student Organizations (RSOs), providing consultation, scheduling support, and event coordination services that help students successfully plan and execute recreational, educational, and wellbeing activities. The Coordinator maintains frequent direct interaction with students while working alongside professional staff and campus partners to coordinate event logistics, manage scheduling and contractual processes, support operational planning, assess challenges, and implement solutions that enhance both the client experience and operational effectiveness. The Coordinator also contributes to departmental projects, process improvement initiatives, documentation development, and budget planning efforts that support the long-term success of Scheduling & Events operations.

The Coordinator is actively involved in recruiting, hiring, training, scheduling, supervising, coaching, and mentoring student employees while fostering a positive and engaging work environment that supports student growth and success. Serving as a primary supervisor and mentor for student event staff, the Coordinator works directly alongside students during event preparation and execution and is responsible for supporting their ongoing development, performance, and engagement. This position requires exceptional organizational and communication skills, strong attention to detail, sound judgment, and the ability to manage multiple priorities while maintaining a high level of service in a dynamic and people-focused environment.

Key Job Responsibilities:

• Establishes and executes day-to-day operational functions and goals of events to align with existing strategy
• Use and maintain scheduling & diagramming software (EMS Event Management System and Social Tables) to ensure appropriate space assignments
• Work closely with student and campus groups including, but not limited to, Risk Management, Office of Student Organizations, Leadership & Involvement, and University Health Services
• Research, purchase and maintain inventory, and track all event equipment
• Establishes and sustains relationships with internal and external stakeholders
• Monitors the budget and approves expenditures
• Identifies, proposes, and implements new or revised unit operational policies and procedures
• May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 FTE or equivalent employees

Department: Scheduling & Events

Compensation: The minimum salary for the position is $57,795. The expected salary for this position ranges from $57,795 to $62,000.

In addition to salary, 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/fasl.pdf.

Required Qualifications:

• Experience coordinating multiple events, reservations, projects, or operational priorities simultaneously while maintaining a high level of accuracy and attention to detail.
• Experience working collaboratively with students, clients, stakeholders, or organizational partners to coordinate logistics and achieve shared outcomes.
• Strong written and verbal communication skills and a demonstrated commitment to customer service.
• Ability to think critically, exercise sound judgment, and solve problems in a fast-paced environment.
• Experience with Microsoft Office Suite (Word, Excel, Outlook) or similar software.

Preferred Qualifications:

• Two years of professional experience in event management, hospitality, or other customer service related fields. If applicable, Graduate Assistantships or Internship years are accepted.
• Experience using scheduling, reservation, event management, project management, or database software to organize information and support operations.
• Experience hiring, training, scheduling, supervising, or mentoring student employees, volunteers, or part-time staff.

Additional Details:

• Typical working hours between 8:00am - 4:30pm. Some night and weekend hours may be required for programming.
• This position is eligible for up to the equivalent of one work day remote.

Education:

• Required: Bachelor's degree from an accredited institution.
• Preferred: Degree in Event Management, Hospitality Management, Business Administration, Higher Education Administration, Communications, or a closely related field.

How to Apply:

To apply for this position, select either “I am a current employee” or “I am not a current employee” under . You will then be prompted to upload your application materials.

The application has only one attachment field. Upload all required documents in that field, either as a single combined file or as multiple files in the same upload area.

Upload required documents: Cover letter, Resume

References will be requested from final candidates.

University sponsorship is not available for this position, including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous 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 the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position, you must provide proof of work authorization and eligibility to work.

Contact Information: Cameron Theisen, cameron.theisen@wisc.edu