Coordinator of Scheduling & Events

Recreation & Wellbeing (Rec Well) at the University of WisconsinMadison is seeking a detail-oriented innovative and energetic professional to join our team as a Coordinator of Scheduling & Events. Reporting to the Assistant Director of Scheduling & Events this position plays a vital role in supporting one of the nations premier collegiate recreation departments through the coordination of facility scheduling student mentorship and supervision event operations and customer service. The Coordinator works extensively with student employees Sport Clubs and Registered Student Organizations (RSOs) helping students access recreation and wellbeing spaces programs and services that support their success and engagement on campus. Working in a fast-paced and collaborative environment the Coordinator helps ensure the successful planning and execution of thousands of student-focused practices competitions meetings programs and events across Rec Wells diverse portfolio of indoor and outdoor spaces that serve an average of 3500 students each day during the academic year.

This position works closely with leaders and members of approximately 50 Sport Clubs and more than 500 Registered Student Organizations (RSOs) providing consultation scheduling support and event coordination services that help students successfully plan and execute recreational educational and wellbeing activities. The Coordinator maintains frequent direct interaction with students while working alongside professional staff and campus partners to coordinate event logistics manage scheduling and contractual processes support operational planning assess challenges and implement solutions that enhance both the client experience and operational effectiveness. The Coordinator also contributes to departmental projects process improvement initiatives documentation development and budget planning efforts that support the long-term success of Scheduling & Events operations.

The Coordinator is actively involved in recruiting hiring training scheduling supervising coaching and mentoring student employees while fostering a positive and engaging work environment that supports student growth and success. Serving as a primary supervisor and mentor for student event staff the Coordinator works directly alongside students during event preparation and execution and is responsible for supporting their ongoing development performance and engagement. This position requires exceptional organizational and communication skills strong attention to detail sound judgment and the ability to manage multiple priorities while maintaining a high level of service in a dynamic and people-focused environment.

• Establishes and executes day-to-day operational functions and goals of events to align with existing strategy

• Use and maintain scheduling & diagramming software (EMS Event Management System and Social Tables) to ensure appropriate space assignments

• Work closely with student and campus groups including but not limited to Risk Management Office of Student Organizations Leadership & Involvement and University Health Services

• Research purchase and maintain inventory and track all event equipment

• Establishes and sustains relationships with internal and external stakeholders

• Monitors the budget and approves expenditures

• Identifies proposes and implements new or revised unit operational 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

Scheduling & Events

The minimum salary for the position is $57795. The expected salary for this position ranges from $57795 to $62000.

In addition to salary 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. For a summary of benefits please see:

Qualifications:

• Experience coordinating multiple events reservations projects or operational priorities simultaneously while maintaining a high level of accuracy and attention to detail.

• Experience working collaboratively with students clients stakeholders or organizational partners to coordinate logistics and achieve shared outcomes.

• Strong written and verbal communication skills and a demonstrated commitment to customer service.

• Ability to think critically exercise sound judgment and solve problems in a fast-paced environment.

• Experience with Microsoft Office Suite (Word Excel Outlook) or similar software.

• Two years of professional experience in event management hospitality or other customer service related fields. If applicable Graduate Assistantships or Internship years are accepted.

• Experience using scheduling reservation event management project management or database software to organize information and support operations.

• Experience hiring training scheduling supervising or mentoring student employees volunteers or part-time staff.

• Typical working hours between 8:00am - 4:30pm. Some night and weekend hours may be required for programming.

• This position is eligible for up to the equivalent of one work day remote.

• Required: Bachelors degree from an accredited institution.

• Preferred: Degree in Event Management Hospitality Management Business Administration Higher Education Administration Communications or a closely related field.

To apply for this position select either I am a current employee or I am not a current employee under Apply Now. You will then be prompted to upload your application materials.

The application has only one attachment field. Upload all required documents in that field either as a single combined file or as multiple files in the same upload area.

Upload required documents:

• Cover letter

• Resume

References will be requested from final candidates.

University sponsorship is not available for this position including transfers of sponsorship and TN visas. The selected applicant will be responsible for ensuring their continuous eligibility to work in the United States (i.e. a citizen or national of the United States a lawful permanent resident a foreign national authorized to work in the United States without the need of an employer sponsorship) on or before the effective date of appointment. This position is an ongoing position that will require continuous work eligibility. If you are selected for this position you must provide proof of work authorization and eligibility to work.

Cameron Theisen

Diversity is a source of strength creativity and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity culture background experience status abilities and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching research outreach and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students faculty and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal OpportunityEmployer.

Qualified applicants will receive consideration for employment without regard to including but not limited to race color religion sex sexual orientation national origin age pregnancy disability or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgroundsand encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodationfor any step in the hiring process (e.g. application interview pre-employment testing etc.) please contact the Divisional Disability Representative (DDR)in the division you are applying make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies crime statistics for the previous 3 calendar years and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.