UNIVERSITY CONFERENCE COORDINATOR (PUBLIC MAY APPLY)

University Conference Coordinator (Public May Apply)

Code: 11520 Posted: 02/17/2016

University Conference Coordinator (One Year Project)
University Advancement
University of Wisconsin Parkside

The University of Wisconsin Parkside invites applicants for a University Conference Coordinator one-year project appointment. The public is encouraged to apply.

RESPONSIBILITIES

Under general supervision of the Assistant Chancellor of University Advancement, this position will oversees all areas related to fundraising and community relations events, including receptions, meetings and other special campus events. Position is responsible for major functions which include; administrative operations, development of food and beverage services, provision of accounting functions, marketing and promotion of events, and directing work of student interns and volunteers.  

60% A. Fundraising and Community Relations Event Planning

A1. Interpret WI Parkside operations and policies when planning fundraising and community relations events. 
A2. Develop marketing and communication publicity materials for special events, including website promotion, invitations, etc.
A3. Evaluate event needs for space and equipment.
A4. Develop creative service plans to meet special requests or needs.
A5. Reserve space and special use facilities.
A6. Meet with event development team to discuss plan and activities. Develop an activities plan and ensure all activity plans comply with UW Parkside policies and procedures.
A7. Utilize an event management software package to manage the logistics of planning and executing all events.
A8 Serve as liaison with internal and external organizations and personnel on events related issues (i.e., staffing needs, special service arrangements, etc.).
A9. Coordinate on-site registration and parking arrangements for on and off campus social events, and other support services.
A10. Oversee the compilation of event registration packets including participant lists, name badges, programs, and general campus and SE Wisconsin information.
A11. Initiate and maintain complete files for all events. Files should include comprehensive information on all aspects of the event plan including summary information on registration, marketing and finances.
A12. Provide on-site coordination of details before and during the event to ensure high quality service.
A13. Research and analyze all shortfalls of service and work with the development team and the Assistant Chancellor University Advancement to formulate plans for corrective action.
A14. Participate in Facilities, Food and Catering meetings as relates to events.
A15. Analyze and compile reservations statistics in order to plan for future events.
A16. Develop and maintain current computer and hard copy records and files.
A17. Perform additional duties as assigned.
A18. Coordinate fundraising activities leading up to and during events (i.e. auctions, raffles, etc.)

20% B. Management of Fundraising and Community Relations Events

B1. Develop and monitor service delivery and operational plans for events.
B2. Ensure high quality service is adhered to during events.
B3. Resolve any problems or issues as it relates to the operations of the events.
B4. Reinforce and maintain high standards of customer service to our clients.
B5. Monitor the use of carry in food products according to operational policies.
B6. Oversee staff operations prior to, during, and after events including set-up, product delivery, and clean up.
B7. Follow up with customers post event with any problems or situations that may have arisen during the event.
B8. Monitor problem resolution and communicate with the Assistant Chancellor for future event planning.
B9. In coordination with the Assistant Chancellor, develop and/or revise conference and event management procedures.

10% C. Development of Food and Beverage Services Operations

C1. Develop and review food service options and pricing and develop creative menus.
C2. Serve as liaison with the appropriate food service areas including Catering, Delis, and Restaurants on event needs.
C3. Interpret state, local and University policies and procedures concerning alcohol and food/beverage use.
C4. Manage all event details such as meal counts, type of service, serving and clearing times, speaker times, seating placement, linen choices, special arrangements and liaison with appropriate internal and external staff.
C5. Obtain special approvals for service outside of the established deadlines for each food service division.
C6. Ensure on-site coordination of event food service details before and/or while event is occurring as needed, to ensure high quality services.

10% D. Management of Accounting Functions

D1. Develop event budget with Assistant Chancellor and staff.
D2. Monitor fiscal expenditures of events.
D3. Ensure billing and invoicing is in compliance with University and state financial standards.
D4. Maintain records of billing and account information for each event.
D5. Negotiate purchasing contracts with vendors, hotels, transportation services and other service providers.
D6. Comprehend, interpret and apply accounting principles related to events.
D7. Ensure accurate and timely payment of conference or event expenses with the financial staff and authorize payment of service invoices.

ESSENTIAL KNOWLEDGE SKILLS AND ABILITIES

Excellent oral and written communication skills.
Excellent public relations, customer service skills and problem solving skills.
Excellent organizational skills and multi-tasking skills.
Knowledge of computerized reservations and/or scheduling systems and software.
Knowledge and experience in event planning techniques and practices.
Knowledge of catering and other food and beverage event planning.
Knowledge of desktop computers utilizing standard business hardware and software, e.g. database, word processing, electronic mail, and the internet.
Ability to prioritize and handle multiple tasks simultaneously, even while receiving continual interruptions.
Ability to work under pressure and meet deadlines.
Quality negotiation skills.
Ability to work independently while maintaining excellent communication and internal/external relationships.
Self driven and able to work independently and as a productive member of a team.

The work environment requires that the incumbent communicate courteously, following customer service standards to vendors, customers, and coworkers, often under stressful circumstances. The work must be performed within time constraints, meeting delivery schedules and internal deadlines. 

This position requires professionalism, good oral and written communication skills, and the ability to manage multiple and multi-faceted responsibilities. The incumbent must use discretion and judgment to manage information flow regarding sensitive and confidential matters.

Because of the nature of the position, evening and weekend work is required.

Ergonomic Requirements:

Extensive computer use
Occasional periods of long durations of sitting at a desk
Occasional periods of long durations of standing and walking, in particular during events
Exposure to cleaning chemicals used to prepare for or clean up after events

QUALIFICATIONS

Required:

* Two or more years of event planning or equivalent project management experience
* Experience with MS Office (Excel, Word, PowerPoint, Outlook)

Preferred:

* Bachelors degree in marketing, communications or related field
* Experience working with CRM/donor development software 

SALARY:

Minimum hourly pay of $17.243 based upon qualifications and experience. This position will earn an additional $0.60 per hour for all weekend hours worked and an additional $0.45 per hour for all hours worked between 6 p.m. and 6 a.m.

The UW System provides a liberal benefits package, including participation in a state pension plan.

* Benefit Details: https://www.wisconsin.edu/ohrwd/benefits/download/summaries/Univ-staff.pdf  

* Total Compensation Estimator: https://www.wisconsin.edu/ohrwd/benefits/totalcomp/ 

HOW TO APPLY:

STEP 1: Please select the applicable link below:

External Applicants: https://www.careers.wisconsin.edu  (NOT currently employed by the University of Wisconsin System)

Internal Applicants: https://www.hrs.wisconsin.edu  (Currently employed by the University of Wisconsin System)

STEP 2: Under "Basic Job Search" choose:
"Advanced Search"
Job Opening ID: "11520"
Find Jobs Posted Within: "Anytime"
"Search"
Select "University Conference Coordinator"
Click "Apply Now"

You must login before you can apply. Input your "User Name" and "Password" and select "Login"
If you have not yet registered, click "Register Now" to begin the registration process

STEP 3: Submit application materials

Please be sure to complete all required fields and include all required documents before submitting your application. Once submitted, you will not be able to edit or attach any application materials. Files must be complete to be considered. Please include the following documents:

- Cover letter addressing the required and preferred qualifications
- Resume
- Names and contact information for three references

You must select "SUBMIT", selecting "Save" will not forward your application materials to the search committee.

APPLICATION DEADLINE:
Application will be accepted through 11:59 p.m. on Thursday, March 3, 2016.

CONTACT INFORMATION:
If you have questions or concerns about the position or application process, please contact:

Karen Grabher
Office: (262) 595-2598
Email: grabher@uwp.edu 

LEGAL NOTICES
A criminal background check will be required at the time of hire.

UW-Parkside is an AA/EEO employer. Individuals from diverse backgrounds are encouraged to apply.

It is the policy of UW-Parkside to provide reasonable accommodations to qualified applicants with disabilities. If you need assistance or accommodation in applying because of a disability, please contact the Office of Human Resources at 262-595-2204. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual's disability.

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).

In compliance with the Clery Act of 1998, the University of Wisconsin Parkside Crime Statistics Report is available at https://www.uwp.edu/live/offices/universitypolice/crimestats.cfm.  Call the UW-Parkside Campus Police Office at (262) 595-2455 for a paper copy of the annual report.

THE UNIVERSITY

The University of Wisconsin-Parkside is a comprehensive campus of the University of Wisconsin System with approximately 4800 students, 120 faculty, and 70 instructional academic staff offering 33 undergraduate majors and 3 master's degrees in 22 academic departments. The campus is located between the cities of Kenosha and Racine in southeastern Wisconsin, within the Chicago-Milwaukee corridor.

The University is situated on 700 acres of prairie and woodland approximately two miles west of Lake Michigan. Consisting of 15 buildings, the coherence and unity of the original campus design within its natural landscape has been sustained over four decades of development. Recent additions include a renovated and expanded student center, a 250 bed suite-style residence hall, and a greatly expanded and renovated center for the arts and humanities. 

Contact Name: Karen Grabher

Contact Phone: (262) 595-2598

Contact Email: grabher@uwp.edu 

900 Wood Road · P.O. Box 2000 · Kenosha, WI 53141-2000 P 262-595-2345