University Staff- Conference and Event Associate (Public May Apply)

Code: 14202 Posted: 04/03/2018

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 communicates and disseminates event details to all members of the Event & Conference Services team, coordinates details for space reservations and audio-visual requirements in the event management system software, supervises student employees who also process event and meeting details and coordinates unit marketing strategies.

 

QUALIFICATIONS

 

Required:

  • Associate or Bachelor degree in event services, hospitality management or related field

Preferred:

  • Two years of related event services or hospitality experience
  • Documented experience working with event or catering management software
  • Possess an event planning certification
  • Electronic and print media experience

 

ESSENTIAL DUTIES AND RESPONSIBILIES

 

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

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

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

  • Process purchasing paperwork for services, equipment and work orders as needed

  • Prepare unit deposits

  • Serve as a designated Campus Security Authority (CSA) for Clery Compliance

  • Performs other duties as assigned

 

Essential Knowledge, Skills, 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

 

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

 

THE UNIVERSITY AND AREA

 

UW-Parkside is a regional comprehensive university that is committed to accessibility, academic excellence, student success, diversity, and community engagement. This beautiful campus is on 700 acres of woodland & prairie in the heart of the Milwaukee/Chicago corridor, between Racine and Kenosha and near Lake Michigan. The university enrolls approximately 5,000 students, many of whom are first- generation and nontraditional students. UW-Parkside benefits from the diversity of the communities it services in Kenosha, Racine, and Walworth Counties. Kenosha and Racine are small cities that offer tranquility and convenience. The myriad attractions of Milwaukee and Chicago are easily accessible, as is the solitude of the country. UW-Parkside is strongly committed to creating and maintaining a multicultural, pluralistic campus environment.

The tri-county region that comprises the University’s primary service area is home to an impressive array of businesses. There are more than 10,000 small businesses in the region, as well as a large number of globally-recognized employers. The college, through its active, engaged Advisory Board, enjoys a close relationship with many of these businesses. For further information regarding the University and community, please see our website at www.uwp.edu

 

REVIEW OF APPLICATIONS

 

Applications received by 11:59 PM Tuesday, April 17th, 2018, are ensured full consideration. Position is open until filled.

 

APPLICATION PROCESS

 

STEP 1: Please select the applicable link below:

External Applicants: https://www.careers.wisconsin.edu  (Candidates NOT currently employed by the University of Wisconsin System) – follow link then continue to STEP 2

Internal Applicants: https://www.hrs.wisconsin.edu (Candidates currently employed by the University of Wisconsin System) – follow link then under “Main Menu” choose:

  • “Self Service”
  • “Recruiting”
  • “Careers”

STEP 2: Under "Job Search" choose:

  • "More Options"
  • Job Opening ID: "14202"
  • "Search"
  • Select "Conference and Event Associate"
  • Click "Apply"
  • 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 your qualifications for the position
  • CV/Resume
  • Three references

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

If you have questions about how to apply go to https://kb.wisc.edu/hrs/page.php?id=21544

Please Note:
In instances where the Search and Screen Committee is unable to ascertain from a candidate’s 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.

 

SALARY AND BENEFITS

Commensurate with experience and education. 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/fasl.pdf

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

 

CONTACT INFORMATION

 

If you have any questions, need accommodations, or submitted your application with missing materials, call or email:

Tricia Huber

University of Wisconsin Parkside

Office: (262) 595-2458

Email: LEHNERP@UWP.EDU

 

LEGAL NOTICES

 

Employment will require a criminal background check in accordance with the Wisconsin Fair Employment Act.

Note: Criminal Background Check - The Department of Workforce Development, Equal Rights Division prohibits employers from using criminal background check information, policies or practices that have a “disparate impact” and is not “job-related and consistent with business necessity” in hiring decisions. All information used to screen or hire job applicants should relate to the duties of the job.

UW-Parkside is an AA/EEO employer:  All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status. 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.

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.

Contact Name: Tricia Huber

Contact Phone: 262-595-2458

Contact Email: lehnerp@uwp.edu

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