Event Coordinator - Fluno Center

Universities of Wisconsin•Madison, WI

2d•Onsite

About The Position

The Event Coordinator joins the UW Conferences & Events team at the Fluno Center, a full-service event destination and conference center on the University of Wisconsin campus in downtown Madison. The coordinator consults with customers to determine event details, including food menus, audiovisual services, room layouts, and setup, and works with department heads to fulfill requirements and ensure events are executed successfully. The role calls for a proactive, detail-oriented listener who is interested in becoming an expert user of complex event software and contributing to a first-class experience for customers and guests. The position is scheduled Monday through Friday, 8:00 a.m. to 4:00 p.m., with occasional nights or weekends to support events. It is 100% on-site. The expected starting salary is $23.50 per hour. The position offers a comprehensive benefits package, including paid time off, health, dental, vision, and life insurance, tax-advantaged savings accounts, and participation in the Wisconsin Retirement System pension fund.

Requirements

At least one year of professional experience in event coordination and/or event planning; applicants should describe the average number and size of events.
Experience with hybrid or virtual meeting planning.
Exceptional organization and attention to detail.
Clear communication with clients and department heads.

Nice To Haves

Familiarity with event management software platforms such as EMS, Mazevo, or 25Live.
Strong organizational skills and the ability to manage multiple events and priorities simultaneously.
Excellent interpersonal communication skills and a customer-service mindset.
Ability to work collaboratively with a wide array of customers and stakeholders.
A two-year or associate degree in event planning.

Responsibilities

Communicate with customers to determine event details and requirements, evaluate requests, recommend service plans and pricing, and provide status updates.
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.
Perform administrative work, including data entry, record maintenance, correspondence, deadline tracking, and coordinating multiple events simultaneously.