University of Wisconsin Oshkosh Event Coordinator (Internal Search) in Oshkosh, Wisconsin

Event Coordinator (Internal Search)

Apply nowJob no:496120

Work type:Full-time


Categories:University Staff

Working Title:Event Coordinator (Internal Search)

Official Title:Operations Program Associate (Internal Search)

Employment Class:University Staff



Terms of Employment:Project Appointment

Position Summary:

This position serves as the primary planner and organizer for University of Wisconsin Oshkosh (internal and non-profits) events held at the Alumni Welcome and Conference Center (AWCC). This position is also responsible for the coordination of the UW Oshkosh Alumni Welcome & Conference Center facility. Responsibilities include scheduling site visits, completing confirmations and managing all details and logistics. As part of the AWCC team, this position also facilitates all of the business management functions of the venue to include invoicing, accounts payable and receivable, deposits and various other financial aspects. This position indirectly supervises 15 student assistants, and assists with 60 special events and dozens of event volunteers. This position is the employing unit coordinator for the the Alumni Welcome & Conference Center and also the Special Events Office. The position communicates and interacts with executive staff, local and regional leaders, legislators, faculty, staff, students, parents, alumni and the community.

In addition, this position will serve as part of the campus Special Events team that manages specific University Special events to include Commencement, Honors and Awards, Opening Day Convocation, Length of Service Recognitions and the annual Retirement Banquet. Responsibilites will focus on managing databases, overseeing all financial transactions, hiring the necessary student workforce and onsite management of customer service centers.


65% AWCC Client Load Management (University-sponsored & Non-profit Events )

  1. Respond to all university event inquiries. Provide tours, prepare proposals and answer questions.

  2. Meet with clients to plan event details, suggest room set up and equipment and liaise with catering.

  3. Create detailed Event Orders, floor plans and contracts for events.

  4. Provide exemplary customer service to clients and guests. Assist clients in determining needs and suggesting resources and equipment to help them achieve their meeting and event goals.

  5. Serve as primary contact and onsite manager for University hosted events.

  6. Serve as primary contact and onsite manager for all non-profit hosted events.

  7. Defines meeting objectives, assesses needs, recommends appropriate spaces and supporting logistics, negotiates and prepares contracts, and manages all details and changes.

  8. Serve as onsite leadership for conference center. Supervise student staff and assist with trouble shooting and problem solving.

  9. Manage Campus Concierge functions (the customer service center for the Alumni Welcome & Conference Center.).

  10. Assist with event preparations, set ups and tear downs as needed.

  11. Serve as AWCC administrator for 25Live (reservations management) software. Oversee all reservations and provide daily, weekly and monthly reports to campus partners.

  12. Supervise student reservations staff, ensuring that data is complete and reservations are accurately entered into the system.

  13. In conjunction with the Building Operations Manager, manages and supervises all aspects of the year-round full-service conference facility.

  14. Manages the conference center schedule with the AWCC staff to maximize the use of dates, space and staff while minimizing labor and overhead costs.

  15. Provides leadership and direction to AWCC student assistants including but not limited to day-to-day operations, setting goals and objectives, making employment decisions and delivering opportunities for student growth and development.

  16. Reviews customer satisfaction evaluations and ensures that follow ups and are made with clients after event for feedback; shares feedback with staff and catering partners.

  17. Recommends changes to procedures and operations to improve levels of customer service.

  18. Manages the hiring process for all prospective AWCC student employees. Coordinate all hiring paperwork in compliance with University, state and federal laws.

15% Oversee Business & Financial Functions

  1. Manages the fiscal operations of the AWCC including accounts payable and accounts receivable. Complete appropriate paperwork for Direct Pay requests, Payment to Individuals and TTRs. Provide reports (UBIT, events billings records, journal uploads) as required.

  2. Process client credit cards and manage departmental purchasing card.

  3. Interpret and apply university fiscal policies and procedures.

  4. Prepare cash register deposits and manage deposits of monies.

  5. Manage sundry inventory and sales.

  6. Oversee conference center supply and equipment inventories.

  7. Manage MDS orders.

15% Special Events Team

  1. Serve as member of Special Events team for Commencement, Opening Day, and Honors and Awards. Manage registration, information distribution and customer service centers.

  2. Coordinate production of name cards and Marching Order service (name display on screens at commencement) for commencement. Oversee Marching order functions on commencement day.

  3. Hire event staff (hiring unit coordinator) for University events. Coordinate all hiring paperwork in compliance with University, state and federal laws.

5% Other Duties as assigned

  1. Participate on University Committees.

  2. Develops and maintain strong working relationships across campus with Reeve Memorial Union, Gruenhagen Conference Center, Parking Office, Facilities Management, Admissions and University Police.

  3. Maintains exemplary relationship with and meets regularly with catering and food service partners.

  4. Other duties as assigned by the supervisor.


Required:1. Excellent communication skills including writing and speaking

  1. Computer literate (MS Office Suite) with the ability to learn new software applications

  2. Excellent organization and prioritizing skills

  3. Excellent customer service and interpersonal skills

  4. Willingness to work a flexible schedule including nights and weekends

Preferred:1. Bachelors Degree in appropriate field

  1. Experience scheduling and supervising student employees and/or volunteers

  2. Demonstrated experience coordinating events in a conference center setting

  3. Experience using 25Live or similar reservations management software

  4. Experience using the Human Resources System for hiring students

  5. Experience using Quickbooks, Freshbooks or similar accounting software to manage

billing and accounts receivable

To Apply:

Applicants must submit thefollowing documents using the online application:

Cover letter, resume and contact information for 3 references

This project appointment has an anticipated duration of one year. However, due to changes in budget, project scope, etc., this end date could change. According to UPS Operational Policy: HR 7, this project appointment cannot extend past 4 years from the hire date. If this position should ever be converted to a position with the expectation of continued employment, the normal civil service system will be used and you must successfully compete if you wish to be appointed to the position.

For questions regarding your application and additional options to apply, contact Human Resources atrecruitment@uwosh.eduor 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by March 19, 2018 are ensured full consideration.Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration. This is an internal search that will only consider current UW Oshkosh employees.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Advertised:14 Mar 2018Central Daylight Time

Applications close: