"Event Intake Coordinator"

Job Summary

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

Key Job Responsibilities

• 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

Department

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

Compensation

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.

Required Qualifications

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

Preferred Qualifications

• Experience with event management software.
• Experience working directly with customers to plan events.
• Experience with hybrid or virtual meeting planning.

How to Apply

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.

Contact Information

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