Events Coordinator – 18918

ATTENTION:

The Office of Philanthropy and Alumni Engagement in the division of University Relations seeks an Events Coordinator (Public Relations Coordinator, CM007).

JOB DETAILS:

The Events Coordinator provides administrative and programmatic support to the Office of Philanthropy and Alumni Engagement and the Chancellor’s Office. These responsibilities will be handled with a high level of administrative support and attention to detail. The individual holding this position must possess excellent communication and interpersonal skills and produce high-quality, welcoming experiences for alumni, donors, faculty, staff, students and community members. In addition to maintaining positive public relations, tact and discretion must be exercised in dealing with confidential and sensitive issues.
The normal working hours for the position are 8:00 am to 4:30 pm, Monday through Friday. Attendance at pre-scheduled special events is required, including occasional Saturday and evening events.

QUALIFICATIONS:

Minimum Qualifications:

• Associate’s Degree OR three (3) years of relatable experience

Desired Characteristics:

• Bachelor’s Degree in marketing, communications or a related field

Knowledge, Skills and Abilities:

• The event planner must have a demonstrated history of positive interpersonal skills including strong written and oral communication skills
• Expert problem-solver and organized thinker with exceptional attention to detail
• Ability to proactively evaluate and anticipate the workflow of projects and activities
• Excellent organizational skills and an ability to prioritize projects effectively
• Ability to work under minimal supervision
• Demonstrated proficiency in computer technologies including Excel, Word, Google Drive and Outlook, and familiarity with mail merge and label-making software. Experience with Raiser’s Edge or a similar database is preferred
• A commitment to customer service and the ability to interact respectfully with people from diverse socioeconomic, cultural and ethnic backgrounds
• Willingness and ability to be an active participant in following applicable safety rules and regulations including necessary training and drills

RESPONSIBILITIES:

40%   A.  Alumni and Donor Special Event and Meeting Coordination

Actively participate in event coordination teams to establish event strategy and goals and divide responsibilities appropriately.

Schedule logistics and secure resources for event and program activities, facilities, catering, décor, entertainment, participants and vendors adhering to established timelines and expectations.

Coordinate event-related materials including but not limited to invitations, print materials, registrations, nametags and event packets.

Partner with digital philanthropy coordinator on webpages, event-related marketing or print materials.

Maintain accurate, current event and meeting files, documents and budgets.

Evaluate each event and prepare comparative reports and analyses, making recommendations for future program improvements.

40%   B. Operational and Administrative Support to chancellor’s office events

Serve as the liaison to the Chancellor’s office and Chief Marketing Officer supporting campus-wide event activities.

Collaborate with colleagues across campus to develop event goals, target appropriate populations to maximize participation and promote events on a variety of platforms.

Schedule logistics and secure resources for event and program activities, facilities, catering, décor, entertainment, participants and vendors adhering to established timelines and expectations.

Coordinate event-related materials including but not limited to invitations, print materials, registrations, nametags and event packets.

Evaluate each event and prepare comparative reports and analyses, making recommendations for future program improvements.

20%   C. Program Support

Coordinate the Alumni Mentor Program and other alumni/donor programs as assigned in partnership with the Alumni Relations team.

Maintain accurate program information, including alumni and student records, program materials, survey results, etc.

Serve as the main point of contact for student and alumni participants to answer ongoing questions and provide program support.

Maintain strong relationships with program liaisons in the colleges to encourage student recruitment and assist with the match process.

Coordinate Alumni Mentor Program orientations and receptions.

The Event Coordinator is expected to perform other duties as assigned.

CAMPUS INFORMATION:

Founded in 1868, UW–Whitewater is one of eleven comprehensive universities in a public higher education system that also includes two doctoral institutions and a statewide Extension. UW-Whitewater’s main campus is located in Whitewater, with a branch campus in Rock County, in the city of Janesville. Together, these campuses form a preeminent academic institution driven by the pursuit of knowledge, powered by a spirit of innovation, and focused on transforming lives. UW-Whitewater’s campuses are located conveniently near Milwaukee, Madison, and Chicago, and thus offer the advantage of beautiful small-town environments with easy access to the cultural and commercial opportunities of major metropolitan areas.

The Warhawk family — led by caring faculty and staff — is devoted to student success within a broad range of academic programs offered at the associate, bachelor, master, and doctoral levels. These include both on-campus and online programs, and span the disciplines, from the theoretical to the applied, and encompass study in the arts, business, education, humanities, natural sciences, social sciences, technology, and professional and interdisciplinary programs.

UW-Whitewater has a special mission within the UW System to serve students with disabilities and, as such, embraces the principles of universal design and is one of the most accessible campuses in the nation. The campuses have more than 200 student organizations and UW-Whitewater’s intercollegiate athletic teams compete at the NCAA Division-III level. UW-Whitewater is committed to seeking and sustaining a culturally and ethnically diverse campus environment, building a diverse faculty and staff with expertise and interest in serving students with diverse needs, backgrounds, ethnicities, abilities and other distinct characteristics in respectful, sensitive and understanding ways. The University of Wisconsin-Whitewater is an Equal Opportunity and Affirmative Action Employer, and actively seeks and encourages applications from women, people of color, persons with disabilities, and veterans.

ORGANIZATION INFORMATION:

The University of Wisconsin-Whitewater is part of the 13-campus University of Wisconsin System (https://www.wisconsin.edu ).

Wisconsin Statute 19.36(7)(b) provides that applicants may indicate in writing that their identity should be kept confidential. In response to a public records request, the University will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful final candidate will be released. See Wisconsin Statute 19.36(7)(a).

Per Regent Policy Document 20-19, University of Wisconsin System Criminal Background Check Policy and UW System Administrative Policy 1275 Recruitment Policies, UW-Whitewater requires criminal background checks as a contingency to employment. A criminal background check will be conducted prior to an offer of employment. All final candidates must be asked, prior to hire, whether they have been found to have engaged in, are currently under investigation for, or left employment during an active investigation in which they were accused of sexual violence or sexual harassment. When obtaining employment reference checks, these same sexual violence or sexual harassment questions must also be asked.

The University of Wisconsin-Whitewater requires that all employees be active participants in following applicable safety rules and regulations including necessary training and drills.

For UW-Whitewater Campus safety information and crime statistics/annual Security Report, see http://www.uww.edu/asfr . If you would like a paper copy of the report please contact the UW-Whitewater Police at 262-472-4660.

COMPENSATION AND BENEFITS:

Well-qualified candidates can expect a starting annual salary within a range of $40,000 – $45,000.

UW System employees receive an excellent benefit package. To learn more about the UW System’s comprehensive benefit package, review the UW System Employee Benefits Brochure .

CONDITIONS OF APPOINTMENT:

University of Wisconsin-Whitewater does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term. If you have questions regarding this, please contact Human Resources. UW-Whitewater is not an e-verify employer, therefore STEM extensions are not options for work authorization.

TO ENSURE CONSIDERATION:

Applications received by October 30, 2022 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. The most qualified applicants will be invited to participate in the next step of the selection process.

If you have questions regarding this recruitment or if you are unable to complete the application online due to a disability or system problem, please contact us at (262) 472-1072 or hrstudent@uww.edu .

For questions regarding this position, please contact:

Brenda Stevens

Executive Assistant II

262-472-1673

stevensb@uww.edu

TO  APPLY: 

Only complete application packages will be considered. This includes online submission of the following documents:

• Cover Letter
• Resume
• Name and contact information for three professional references

This Job ID is 18918.

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