Conference Coordinator

Universities of Wisconsin • Madison, WI

8d

About The Position

The Conference Coordinator plans and executes conferences, events, and programs for University departments. The role develops food and beverage service plans, determines audiovisual needs, and prepares budgets. Using event software, the coordinator documents event requirements and creates room diagrams. The position works closely with campus departments and conference organizers to support successful programs and provide a first-class experience for customers and guests.

The primary schedule is Monday through Friday, 8:00 a.m. to 4:00 p.m., with occasional evening and/or weekend work depending on conference and program schedules. The position is with the Wisconsin Union, UW Conferences & Events. The expected starting salary is $23.50 per hour. The position is posted open until filled.

Requirements

• At least 1 year of event planning and/or event management experience.
• Experience working directly with customers to plan conferences and/or events; applicants should include the number of events they assisted in planning per year.
• Experience using computerized scheduling and registration software systems.

Responsibilities

• Communicate with customers to determine event details and requirements, evaluate requests, recommend service plans and pricing, and provide status updates.
• Assist with event planning and the creation of promotional materials and resources.
• Plan, schedule, document, and support event service delivery using established policies and procedures to meet customer needs and comply with institutional policy.
• Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation.
• Schedule logistics and secure resources for all aspects of events, including space, vendors, and staff; coordinate details and resolve operational issues.
• Monitor and process event-related transactions, data, and records.
• Greet customers and guests, assist with registration, answer questions, and refer complex issues to appropriate entities.
• Create and maintain conference websites, registration sites, and abstract submission fees.

Benefits

• Generous paid time off.
• Competitively priced health, dental, vision, and life insurance.
• Tax-advantaged savings accounts.
• Participation in the Wisconsin Retirement System pension fund.

What This Job Offers

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