Event Intake Coordinator

University of Wisconsin Madison • Madison, WI

8d • $24 • Onsite

About The Position

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.

Requirements

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

Nice To Haves

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

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

Benefits

• 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.

What This Job Offers

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