Conference Coordinator

University of Wisconsin Madison • Madison, WI

2d • Hybrid

About The Position

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.

Requirements

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

Nice To Haves

• Experience using computerized scheduling and registration software systems

Responsibilities

• 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.
• Assists with planning and the creation of promotional materials and resources for events
• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
• Create and maintain conference websites, registration sites, and abstract submission fees
• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
• Monitors and processes event related transactions and event data and records
• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
• Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed