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About Us

Scheduling Coordinator


Reports to the Conference Coordinator


The Scheduling Coordinator receives event information, processes reservations and invoices, and schedules the Event Production Crew to work events. The position works closely with the Assistant Director for Event Services, Event Services coordinators, other programming entities, the Event Crew Student Manager, and the Event Production Coordinator to coordinate upcoming events. The Scheduling Coordinator also is responsible for the organization and storage of all event history and invoice data.


  • Complete training up to Event Crew II level.
  • Take event information and verify event details with Event Services staff and clients.
  • Provide clients with cost estimates.
  • Process reservations on the computer.
  • Maintain the scheduling system.
  • Oversee Event Production Crew payroll including timecards, forms and human resources policies.
  • Schedule crew chiefs, technicians, and crew for events.
  • Maintain a manageable workload balance for crew chiefs, technicians, and crew.
  • Reserve university and University Centers vehicles for events.
  • Assist with record-keeping, cost analysis studies, and facility research.
  • Participate in the hiring process of Event Production Crew.
  • Maintain 15 office hours per week to process schedules and event information.
  • Discuss upcoming event assignments with Production Technicians in the weekly technician meetings.
  • Work events and assist in training of Production Technicians and Event Crew at the direction of the manager.


The following conditions must be met in order to qualify to drive a state vehicle —
a requirement for this position:
  • Must have a valid driver license with at least two years licensed driving experience
  • May not have acquired three or more moving violations and/or at-fault accidents in the past two years
  • May not have acquired any OWI or DUI citations within the past 12 months


  • Must have at least two full semesters remaining as a UW-Eau Claire student at the time of application
  • Must be in good academic standing (both cumulative and last semester’s grade point average of at least 2.0)
  • Must carry at least six undergraduate or five graduate credits
  • Must have a strong sense of professional courtesy and customer service
  • Must have interest in facility/technical aspects of events; willingness to learn through hands-on experience

The Scheduling Coordinator is compensated according to the University Centers Wage Classification Scale as an Advanced Level II. All longevity and training increases will carry over and add to the base wage. The Scheduling Coordinator is required to work up to 20 hours per week during the semester and the summer. An additional 20 hours are available during the summer if needed.  There will be a one-semester probation period for this position. To receive full status at the end of the probationary period, the employee must demonstrate a strong ability to perform the listed duties. If the performance during the probationary period is not satisfactory to the Event Production Coordinator or the duties to the employee, the position may be terminated.