Event Manager

Universities of Wisconsin•Madison, WI

23h•Onsite

About The Position

The Event Manager oversees the planning, coordination, and execution of more than 100 events annually, both on and off campus. The Event Manager serves as the primary on-site leader for events, ensuring compliance with all applicable food safety, health, and university policies while delivering excellent customer service. This position maintains a consistent physical presence at events to supervise student hourly staff, monitor product quality and inventory, and ensure smooth execution from setup through teardown. The Event Manager works closely with health inspectors, event partners, and Babcock Dairy personnel (including management, communications, and drivers) to deliver high-quality events that meet regulatory and customer service standards. The role includes comprehensive event preparation, such as coordinating and transporting products and supplies, checking equipment and logistical needs, and organizing transportation for off-campus events throughout the state. This role requires strong knowledge of food safety regulations, the ability to manage multiple events in a single day, and proven supervisory experience. The ideal candidate will have strong project management, organizational, multitasking, and problem-solving skills. They will also have the ability to meet certification and compliance requirements of the position, including obtaining ServSafe Food Manager Certification within 6 months of hire, maintaining eligibility for UW-Madison Driver Authorization, and demonstrating a working knowledge of PCI compliance standards related to secure handling of payment transactions. This is a full-time, onsite position. Work hours vary based on event schedule; evening and weekend availability required. The role requires standing for extended periods, lifting up to 40 pounds, and pushing heavy carts (approximately 200 pounds). Some travel is required for off-campus events. A criminal background check may be required, and a 12-month evaluation/probation period may also be required.

Requirements

Demonstrated experience planning and executing events, including on‑site coordination, logistics, and customer-facing operations
Applied knowledge of food safety regulations and experience ensuring compliance with local/state health codes, OSHA standards, and organizational policies
Proven supervisory experience, including training, scheduling, and overseeing employees in a fast‑paced setting
Strong knowledge of food safety regulations
Ability to manage multiple events in a single day
Ability to meet certification and compliance requirements of the position, including obtaining ServSafe Food Manager Certification within 6 months of hire
Maintaining eligibility for UW-Madison Driver Authorization
Demonstrating a working knowledge of PCI compliance standards related to secure handling of payment transactions

Nice To Haves

Experience managing high volume or concurrent events (i.e. athletic events, campus programs, or large public gatherings)
Current ServSafe Food Manager Certification, or prior experience maintaining food safety certifications in a regulated food service or event environment
Bachelor's Degree Preferred in Hospitality Management, Event Management, Food Service Management, or a related field, or equivalent professional experience

Responsibilities

Plan, coordinate, and execute events from concept through completion (e.g., scoop shops at athletic events, markets featuring cheese and ice cream, and community events)
Develop and manage event timelines, run-of-show documents, and logistics plans
Secure event spaces and manage vendor relationships
Negotiate contracts and manage event budgets
Manage inventory and order event supplies and products for resale
Provide excellent customer service at all events
Oversee on-site event setup, execution, and teardown
Supervise and coordinate event staffing, and student employees
Ensure compliance with food safety regulations, OSHA standards, university policies, and personnel procedures
Troubleshoot issues in real time during events
Conduct post-event evaluations and reporting, including attendance tracking, budget reconciliation, and feedback analysis
Ensure compliance with safety policies and procedures
May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 FTE or equivalent employees
Identifies, proposes, and implements new or revised unit operational policies and procedures
Monitors the budget and approves expenditures
Establishes and executes day-to-day operational functions and goals of events to align with existing strategy
Establishes and sustains relationships with internal and external stakeholders