Conference and Event Associate
Deadline for Applications is 03/26/2020

Code: 116380 Posted: 03/12/2020

The University of Wisconsin-Parkside invites applications for the position of Conference and Event Associate.

The University of Wisconsin Parkside invites applications for a Conference & Event Associate to join the Parkside Student Center team. This Conference & Event Associate serves as the primary contact for both on-campus and community clients when setting up a meeting, conference or event in the Student Center and other main-campus venues. This position: a) communicates and disseminates event details to all members of the Event & Conference Services team; b) coordinates details for space reservations and audio-visual requirements in the event management system software; c) supervises student employees who also process event and meeting details; and, d) coordinates unit marketing strategies.

This position is a university staff, full time, non-exempt, non-represented position. A six month probation period may be required. The hours of work for this position are Monday through Friday, 7:45am- 4:30pm; however, there may periodic pre-approved evening or weekend hours.

Essential Job Functions

Essential Duties and Responsibilities

A. Conference, Event & Meeting Reservations Coordination

  • Serve as the primary contact for Conference & Event Services space reservation requests and provide backup catering order assistance.
  • Input event requests in the event management software system.
  • Coordinate and disseminate event details such as audio-visual requests, setup/teardown, timeline and staff needs to the Event &Conference Services team.
  • Respond to phone, email and electronic media inquiries for space reservations.
  • Process event, wedding and summer camp contracts.
  • Meet and follow up with client on event and meeting details; coordinate updates and changes with Conference & Event team.
  • Process client invoices and journal entries.
  • Attend Conference & Event team and client meetings to provide overall coordination of event and catering services.

B. Marketing Coordination

  • Coordinate website and electronic media updates for services and programs.
  • Manage The Knot and Wedding Wire accounts for prospective clients.
  • Collaborate on Conference & Event marketing plans.
  • Participate in wedding shows and catering open houses.

C. Office Management

  • Provide on-going training and supervise one to three administrative office student staff.
  • Coordinate hiring, marketing and training processes for approximately forty-five Student Center student employees.
  • Prepare unit deposits.
  • Serve as a designated Campus Security Authority (CSA) for Clery Compliance.
  • Performs other duties as assigned.

Standards of Performance

  • Overall thoroughness and attention to details, able to organize a variety of tasks and determine priority, accurate data entry of event details, and ability to adapt to constant changes and updates.
  • Timeliness of meeting goals.
  • Willingness to make suggestions and soundness of those suggestions.
  • Soundness of judgment and operational decisions.
  • Ability to organize and prioritize work while being responsive to both the client and University personnel.
  • Timely and effective communication of problems and opportunities. This includes the responsibility for identifying and communicating information of importance as soon as possible.
  • Integrity in dealing with customers, students, vendors, employees, and management.
  • Punctuality, attendance, effective use of time, and willingness to work overtime when necessary.
  • Maintaining confidentiality of sensitive information.
  • Willingness to assist with special projects and other duties as assigned.

Essential Knowledge And Abilities

  • Strong written and oral communication skills.
  • Good problem resolution and customer services skills.
  • Ability to organize and balance several on-going projects.
  • Establish priorities and work under deadlines in a diverse office setting.
  • Detailed oriented, able to determine priorities and being flexible to meet ever-changing needs.
  • High level of computer software knowledge of Word and Excel, along with the ability to learn new software and electronic processes.
  • Ergonomic requirements: extensive computer use.
  • Ability to lift and move tables and chairs: up to 50 lbs.

Education, Experience, Training and/or Certifications


  • An Associate’s Degree or at least two years of education in event services, hospitality management or related field
  • At least two years of related event services or hospitality experience
Salary and Benefits

Commensurate depending on qualifications and experience.

The University of Wisconsin System provides a liberal benefits package, including participation in a state pension plan. 

Benefit Details:

Total Compensation Estimator:

Application Process

Applications must be submitted electronically through our employment portal. If you need additional assistance you may contact Human Resources at (262) 595-2204. Hours 8:00am-4:30pm Monday-Friday.

STEP 1: Please select the applicable link below:

External Applicants: (NOT currently employed by the University of Wisconsin System)

Internal Applicants: (Currently employed by the University of Wisconsin System)

STEP 2: 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. All materials must be added at one time, once submitted you may not edit/add to profile. Please include the following documents:

  • CV/Resume
  • Cover Letter
  • Names and emails of three professional references

Review of Applications

Applications received by 11:59 p.m. Thursday March 26th, 2020 are ensured full consideration. Position is open until filled.

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

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.

In instances where the Review Committee is unable to ascertain from a candidates application materials whether she/he meets all of the required qualifications, or if all of the application materials are not submitted, they will be evaluated as not meeting such qualifications and may be excluded from further consideration.


Becky Klohn
Available Until: 03/27/2020

Diversity Jobs Employer Member
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