The Conference Coordinator plans and manages multiple academic and professional conferences throughout the year, both on and off campus. Working within the conference management team, the role collaborates with campus departments and organizers to oversee all aspects of event planning, including logistics coordination, room diagrams, food and beverage planning, and audiovisual needs. The coordinator also uses various software programs to detail event requirements and to create registration sites and conference websites. The position is a two-year terminal appointment based in Madison, Wisconsin.

Responsibilities

Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer needs and ensure event compliance with institutional policy.
Assists with planning and the creation of promotional materials and resources for events
Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
Create and maintain conference websites, registration sites, and abstract submission fees
Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
Monitors and processes event related transactions and event data and records
Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation

Requirements

1 year of event planning and/or event management experience
Experience working directly with customers to plan conferences and/or events

Nice to have

Experience using computerized scheduling and registration software systems

Benefits

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: