Event Coordinator

Wisconsin Public Media and Friends of PBS Wisconsin are looking for an Event Coordinator to provide support for The Great Wisconsin Quilt Show and Garden & Green Living Expo. These annual fundraising and community engagement events each draw more than 15,000 attendees and include hundreds of vendors and educational opportunities. This position also provides support for a variety of other station events throughout the year including PBS Wisconsin's annual Auction, community screening events and donor events.

Most notably, the person in this position serves as Vendor Registrar for The Great Wisconsin Quilt Show and is responsible for overseeing the recruitment, communication, booth placement, and payment processing for more than 150 businesses and organizations that fill approximately 350 vendor booths. The position also coordinates with event sponsors, supports advance ticket sales, organizes bus group logistics, oversees raffle donations, provides event guide support and coordinates event catering.

A typical day in the job involves organizing complex logistical details, providing customer support by phone and email, monitoring event data and transactions, strategizing new recruitment initiatives and coordinating with staff across the organization.

To excel in this role, you'll bring a combination of self-motivation, organizational skills and interpersonal communications, as well as data and technical proficiency. An ability to manage databases and utilize project management tools is essential. The Event Coordinator reports to the Events Manager and is part of the Development Department.

This is a full-time, 40-hour-a-week position.

This position is Ongoing/Renewable.

This position typically works Monday-Friday, 8:30 AM -5:00 PM CT, and some evenings and/or weekends for events.

This position is a hybrid position and will require some work to be performed in-person, onsite, at a designated campus work location headquartered in Madison, WI. Some work may be performed remotely, at an offsite, non-campus work location. Final schedule can be discussed in the offer stage, but fully remote candidates will not be accepted. Remote work requires an approved remote work agreement (RWA). An RWA requires successful candidates to possess their own high-speed internet and phone to perform the work on a university provided computer. Per University policy, transportation between home and assigned work location is not payable/reimbursable and will be at the expense of the employee.

The person in this position must be able to occasionally lift and carry heavy event supplies such as boxes of merchandise, print materials, event furniture (tables, chairs, easels), and move throughout the event venue over several long days.

It is expected that employees will make individual arrangements for transportation adequate to meet position responsibilities and essential job functions. Information about UW-Madison Driver Authorization can be found at https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/.

• Assist with securing event sponsorship and stewarding mutually beneficial partnerships

• Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues

• Monitors and processes event related transactions and event data and records

• Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities

• Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

• Assists with planning and the creation of promotional materials and resources for events

Wisconsin Public Media, PBS Wisconsin, Events

PBS Wisconsin and Wisconsin Public Radio are part of Wisconsin Public Media. The person in this position will be required to comply with the Wisconsin Public Media Code of Ethics: https://wpm.wisc.edu/policies/, in addition to the UW-Madison code of ethics.

This is an hourly position with an expected range of $25.00 to $26.50 an hour. Actual pay will depend on experience and qualifications.

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 https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf.

Employees in this position can expect to receive benefits such as generous vacation, holidays, and sick leave; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at (https://hr.wisc.edu/benefits/).

• Minimum two years of experience in meeting/event planning.
• Experience scheduling and organizing complex logistics with attention to detail.
• Experience providing customer service and support.
• Strong verbal communication with stakeholders, community members, and colleagues in many different areas.

• Experience with project management tools and database applications.
• Experience in monitoring and processing data and transactions.
• Experience with exhibitor prospecting and stewardship.
• Experience in the development and delivery of marketing and communication materials.

Associate's Degree Preferred

We are eager to learn more about how your experience may align with this position.

Click the "Apply" button to start the application process. The following is required for your application to be considered complete:

• A cover letter describing how your experience relates to the listed required and preferred job qualifications.
• Resume detailing your educational and professional background.

Please keep in mind that your cover letter and/or resume should address your experience and how it relates to the position qualifications. The application reviews will rely on written application materials to determine who may advance to the first round of interviews.

Please note that successful applicants are responsible for ensuring their 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 need of employer sponsorship) on or before the effective date of appointment.

Finalists will be asked to provide a list of at least three professional references with titles, emails, and phone numbers (including at least one supervisory reference). Note that references will not be contacted without your prior knowledge.

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