University of Wisconsin–Madison

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University of Wisconsin–Madison



Apply now Job no: 243101-US
Work type: Onsite, Staff-Full Time
Location: Madison
Categories: Planning and Conference/Event Management

Job Summary:

A. Arrangement of rooms for meetings and special events.
A1. Move and arrange furniture and equipment according to schedules and diagrams or verbal instructions.
A2. Set up sound and audio-visual equipment. (Requires a basic knowledge of equipment operation.)
A3. Determine room turnover and reset as required.
A4. Act as a liaison between reservation coordinator and the clients.
A5. Operate forklift and other moving equipment, as needed.

B. Guidance of set-up crews to perform related set-up duties.
B1. Serve as shift lead worker and makes rounds of building to check work in progress.
B2. Train part-time employees.
B3. Assign and prioritizes work.
B4. Oversee room set-ups.
B5. Oversee project work.

C. Maintenance of floors and carpets as assigned by Custodial Services Supervisor.
C1. Vacuum carpeted surfaces using various pieces of equipment.
C2. Vacuum edges along baseboards, door bucks, doors and furniture.
C3. Move furniture and other objects to ensure a complete cleaning.
C4. Report malfunction of power equipment to supervisor to prevent injury to operator or further damage to equipment.
C5. Remove gum, spots, etc. from carpeted surfaces.
C6. Perform extraction cleaning, shampooing, or other procedures following either a set schedule or bydirection of the Set-Up Supervisor.
C7. Mix cleaning solutions in correct proportions following manufacturers directions, using appropriate solution depending on type of care necessary.
C8.Apply carpet and fabric protectant as instructed.
C9. Report damaged carpet to supervisor.
C10. Use automatic floor scrubber as assigned or needed.

D. Assistance with health, safety and security at the Wisconsin Union.
D1. Follow all safety procedures and attend required health, safety and security trainings.
D2. Complete and stay up to date on required safety trainings.
D3. Conduct regular night watchesto ensure secured areas.
D4. Perform related health, safety and security duties
D5. Ensure the health and safety of building occupants in case of fire or other emergencies.
D6. Communicate safety procedures and concerns to guests.
D7. Report needed equipment or building repairs.
D8. Report security violations and/or suspicious activity.
D9. Report building system malfunctions.
D10. Maintain integrity of issued keys and equipment.
D11. Report or take care of any hazardous situations immediately.
D12. Remove snow and ice from sidewalks, steps, and loading dock.

E. Maintenance of building and facilities.
E1. Wash walls and fixtures.
E2. Empty trash and recycling containers.
E3. Pick up litter inside and outside the building.
E4. Supply restrooms with necessary products.
E5. Change light bulbs.
E6. Clean and organize all set-up related equipment (chairs, tables, stage sections, etc.).

F. Performance of other related duties as assigned
F1. Discuss personnel recommendations.
F2. Report needs related to supplies or equipment, malfunctions, etc.
F3. Assist guests in late hotel check-ins.
F4. Demonstrate a commitment to the success of the Wisconsin Union.
F5. Promote respect and practice civility in the workplace.
F6. Provide effective customer service at all times.

1. Ability to walk, stand, lift, carry, bend, stoop and climb for the majority of the shift, including extended periods of continuos physical activities with ot without an accommodation.
2. Ability to lift and move supplies, equipment and material regularly up to 50 lbs. and occasionally up to 100 lbs. with or without an accommodation.
3. Ability to move, push and stack furniture regularly, often in excess of 100 lbs. with or without an accommodation.
4. Safely operate standard mechanical equipment and/or electrical floor or carpet care and custodial equipment.
5. Ability to load and unload carpet care equipment into and from delivery truck.
6. Effective oral and written communication skills.
7. Ability to read and interpret diagrams and floor plans.
8. Ability to work independently and use sound judgement.
9. Ability to maintain adequate attendance.
10. General knowledge of the tools, equipment and setups for meeting and conference activities.
11. Ability to deal with all people in a respectful manner including those from a diverse background.
12. Ability to work in extreme temperature conditions (hot and cold) for extended periods of time.
13. The work environment requires that the incumbent communicate courteously, following customers service standards to vendors, customers and co-workers often under stressful circumstances. The work must be performed within time constraints meeting delivery schedules and internal deadlines.

About the Job:

Event Planning Assistant (DS026)

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion


H.S. Diploma


-Ability to walk, stand, lift, carry, bend, stoop and climb for the majority of the shift, including extended periods of continuos physical activities with ot without an accommodation.
-Ability to lift and move supplies, equipment and material regularly up to 50 lbs. and occasionally up to 100 lbs. with or without an accommodation.
-Ability to move, push and stack furniture regularly, often in excess of 100 lbs. with or without an accommodation.

Additional Information:



Work Type:

Full Time: 100%

This position requires work be performed in-person, onsite, at a designated campus work location.

Work Schedule:

Base Hours will be Tuesday- Saturday 9:45pm-6:15am.
(Hours may vary based on business needs. Example Home UW Football games, Graduation weekend)

Appointment Type, Duration:



Minimum $16.00 HOURLY
Depending on Qualifications

Instructions to Applicants:

To be considered, applications must be submitted online. Please fill out the work history form. Applicants will have the option to upload a resume.


Rod Rotar
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )

Official Title:

Event Planning Assistant(DS026)

Employment Class:

University Staff-Ongoing

Job Number:


  The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website:

Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

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).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.

Applications Open: Central Daylight Time
Applications Close: Central Daylight Time

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Dining, Events, Hospitality Services, and Sales