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University of Wisconsin–Madison

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University of Wisconsin–Madison

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EVENTS & ADMINISTRATIVE ASSOCIATE

Apply now(opens in a new window) Job no: 269671-US
Work type: Onsite, Staff-Full Time
Department:L&S/SOCIOLOGY/SOCIOLOGY
Location: Madison
Categories: Planning and Conference/Event Management

Job Summary:

COWS is seeking an experienced professional specializing in event planning and operations to join our team! This position will manage both in person and virtual events and assist with administrative functions supporting COWS Director and operations. This position requires discretion and the ability to operate with minimal supervision.

COWS programs, such as the Mayors Innovation Project (MIP) and the State Smart Transportation Initiative (SSTI), plan and execute national events at least four times per year. This position will participate in site selection and manage venue, hotel, and catering logistics, including negotiating contracts between vendors and the UW-Madison Purchasing Department. In addition to in-person events, this position will assist in the planning and execution of webinars and other virtual meetings and events.

As a nationally recognized think-and-do tank, COWS promotes "high road" solutions to social problems. We seek a world of equal opportunity and security for all. We work with state officials, mayors, and other public policy leaders across the country to enact high-road reforms that strengthen democracy, advance equity, and promote sustainability. Learn more about what we do here: https://cows.org/building-the-high-road/

Based at the University of Wisconsin-Madison, COWS offers a highly competitive benefits/retirement package. We also actively support work-life balance. This position may offer hybrid remote flexibility as operational needs allow.

RESPONSIBILITIES INCLUDE

EVENTS AND PROGRAM MANAGEMENT
- Plans logistics for all aspects of events (including space, hotel, and caterer) and resolves operational issues.
- Negotiates contracts with vendors (hotel, venue, caterer, etc.) and UW-Madison Purchasing.
- Manages relationships with external partners regarding logistics, scheduling, travel, and reimbursements.
- Schedules internal COWS staff events such as meetings and retreats.
- Generates and tracks invoices to event sponsors and attendees, Mayors Innovation Project member renewals, and receipts related to events.
- Schedules and supports virtual meetings and events; assists with reservations, scheduling, material preparation, evaluations, and post-event follow-up.
- Take notes at COWS meetings, as needed.

ADMINISTRATIVE SUPPORT FOR COWS DIRECTOR
- Maintains the calendar of COWS Director (initiates and responds to meeting requests, identifies and resolves scheduling conflicts).
- Makes travel arrangements including selecting and booking flights and hotel.
- Provides administrative support to COWS Director in course curriculum administration. (~2 courses per year).
- Additional duties as assigned.

GENERAL ADMINISTRATIVE SUPPORT
- Serves as the main purchasing card holder and ShopUW+ purchaser for the department, including purchasing conference registrations, hotels, and office supplies.
- Assists with on-boarding and off-boarding staff.
- Receives payment receipts and enters them into campus and office tracking systems.

Responsibilities: Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer need and ensure event compliance with institutional policy.
  • 45% Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
  • 20% Monitors and processes event related transactions and event data and records
  • 15% Assists with planning and the creation of promotional materials and resources for events
  • 10% Administrative support for the COWS Director
  • 10% General administrative support for the unit
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

Education:

Preferred
Bachelor's Degree

Qualifications:

REQUIRED
- Demonstrated professional experience planning events, including vendor management.
- Experience managing diverse tasks with strong attention to detail.
- Excellent written and verbal communication skills.
- Independent problem-solving and time management skills.
- Demonstrated ability to work effectively and collaboratively with minimal supervision as a member of a team.

PREFERRED
- Familiarity with High Road urban strategies (equitable, sustainable, and democratic).

Work Schedule:

The basic work schedule is expected to be a normal business day. The precise schedule negotiated at hire based on operational needs and employee preference.

Work Type:

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $17.55 Maximum $35.80 HOURLY
Depending on Qualifications
Employees in this position can expect to receive benefits such as generous vacation, holidays, and paid time off; competitive insurances and savings accounts; retirement benefits. Benefits information can be found at: https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf

The hourly rate for this position is $17.55 to $35.80 per hour and is negotiable based on experience and qualifications.

How to Apply:

To apply for this position you will need to upload a cover letter, resume, and contact information for at least three professional references, including your current supervisor. References will not be contacted without advance notice.

Cover letters will be used as a writing sample and to determine the best-qualified applicants. Thus your cover letter should address your qualifications as they pertain to the minimum number of years and type of relevant work experience listed above.

For questions on the position, contact: Jay Ferm, jferm@cows.org

Please click on the "Apply Now" button to start the application process.

Contact:

Jay Ferm
jferm@cows.org
608-265-8665
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.



Official Title:

Event Coordinator(DS023)

Department(s):

A488300-COL OF LETTERS & SCIENCE/SOCIOLOGY/SOCIOLOGY

Employment Class:

University Staff-Ongoing

Job Number:

269671-CP

  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: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

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 Standard Time
Applications Close: Central Standard Time

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