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Event Coordinator

UW-Eau Claire – Eau Claire Campus

Full Time,

  • Official Title: University Conference Coordinator
  • Job ID: #17685
  • Date Posted:
  • Apply by: | To ensure consideration, completed applications must be received by deadline. However, screening may continue until position is filled.
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Event Coordinator

A University Event Coordinator position is available in the University Centers department located in the Davies Student Center at UW-Eau Claire beginning in November, 2021. The UW System Title for this position is Planning and Event Management: Event Coordinator. This is an hourly position that is expected to continue after a successful 6-month probationary period.

The University Event Coordinator schedules events and meetings for all the rooms in Davies Center, Schofield Auditorium, space outside Davies Center and other campus facilities primarily for the use of campus departments.  The person in this position coordinates internal reservations using the Event Management Software (EMS) database and creates room set-up diagrams using Meeting Matrix software. The University Event Coordinator creates and approves all types of room reservations with a keen focus on student organizations and works cooperatively with each event sponsor to determine the best way to handle the event or meeting. The University Event Coordinator works with professional and student staff in accomplishing the operational, programmatic, services and student development goals for University Centers and the University; interprets, applies and communicates complex policies and regulations for the use of facilities on campus for internal departmental events and external events including weddings; creates a positive and inclusive experience for internal and external clients and may be required to work special events, holidays, weekends, evenings, and/or early mornings.

  Required Qualifications:

  • An undergraduate from a regionally accredited institution.
  • Demonstrated:
    • Ability to provide high quality customer service
    • History of supporting an active understanding of campus EDI initiatives
    • Excellent written and verbal communication skills
    • Highly organized with exceptional attention to detail
    • Experience recruiting, hiring, training, scheduling, and supervising student staff
    • Ability to manage multiple tasks and effectively prioritize workload
    • Experience using Microsoft Office

Preferred Qualifications:

    • Experience using EMS and Meeting Matrix software

Principal functions and duties:

  • Coordinate and oversee the non-academic use of university facilities for internal meetings and events primarily for use by student organizations and secondarily for use by campus departments and outside clients.
  • Reserve and set up meetings and events in EMS based on client requests for campus facilities including audio-visual equipment, technical services, room setups
  • Create event set-ups using Meeting Matrix software. Prepare and review room set-ups and resolve any issues that may arise over set-ups, room reservations, etc.
  • Attend the weekly Event Services Operations meetings to provide clarity, coordinate, review, and finalize meetings and special event arrangements.
  • Respond to meeting- and event-related concerns in a timely manner, working with the clients, Event Production Crew, Student Building Managers and others as indicated and appropriate.
  • Communicate with Buildings and Grounds Supervisor in Facilities Management, Catering Director, Service Center Ticket Office, and Event Production Coordinator/s, Campus Police and other related staff to coordinate and finalize major event setups.
  • Coordinate client audio-visual needs with University Center’s Event Production Coordinators and Learning Technology Services staff.
  • Coordinate client catering and beverage needs with Blugold Dining and Catering.  Ensure the use of all relevant campus eforms including the alcohol authorization eform.
  • Coordinate client parking needs with Blugold Central. 
  • Develop and evaluate policies and procedures concerning all aspects of Event Services and University Centers policies as related to reserving meeting rooms and/or other event spaces.
  • Recruit, hire, train, schedule, and supervise a student crew of approximately 20 – 30.
  • Miscellaneous duties as assigned.


APPLICATION PROCEDURE: Applications are submitted electronically. Please follow the instructions found on the following UW-Eau Claire Web site: http://www.uwec.edu/Employment.  You must create an account and login before you can apply.  If you have not yet registered, click on the "Click here to Register" link to begin the registration process. If you are already a registered user, input your "User Name" and "Password" and select "Login."  Click the link to the position (Job ID 17685) and then click the "Apply Now" button to submit your application electronically.  Your application will not be considered complete until all required documents are attached and all required fields are completed.  

Please be sure you have included the following in PDF format only:

  • Letter of application that directly addresses the minimum and preferred qualifications
  • Resume
  • Contact information for three professional references

Please direct requests for additional information to Jenni Sterling, sterlijl@uwec.edu or 715.836.5904.

To ensure consideration, completed applications must be received by November 7, 2021, however, screening may continue until position is filled. The university reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to sexual violence and sexual harassment.

THE UNIT: University Centers is a student-focused, student-centered unit which provides a plethora of social and educational programs, services and experiences central to the UWEC student co-curricular experience while also being integral to the Eau Claire community.  University Centers manages over 200,000 sq. ft. of meeting and conference space available for use by students, faculty and staff, and available for rent by outside entities for small and large events of every kind.

The University Centers department is located in the W. R. Davies Student Center building, which houses areas like Activities, Involvement & Leadership – the home of over 250 student organizations, Student Senate, The Bridge/LGBTQIA safe space, USBank, Blugold Dining and Catering, The Cabin, the University Bookstore, The Hub, Printing Services and meeting and conference space. Students can obtain their Blugold ID, purchase tickets, add to their meal-plan, get things printed or copied, use meeting spaces, eat, study or just hang out!  Check us out at https://www.uwec.edu/centers or https://www.uwec.edu/activities-involvement-leadership/

The UNIVERSITY and the EAU CLAIRE COMMUNITY: UW-Eau Claire, an institution of approximately 11,500 students and 1,400 faculty and staff, is consistently recognized as a top comprehensive university in the Midwest and is widely known as a leader in faculty-undergraduate research and study abroad. We strive for excellence in liberal education and select graduate and professional programs through commitment to teaching and learning and dedication to our core values of diversity, sustainability, leadership, and innovation. To learn more about UW-Eau Claire, visit Why UWEC!

The City of Eau Claire, situated at the confluence of the Chippewa and Eau Claire rivers, is at the center of a metropolitan area of approximately 100,000 people located 90 miles east of the Twin Cities of Minneapolis and St. Paul. The multi-award-winning areafeatures beautiful parks and trails, strong public schools, a vibrant arts scene and local food culture, and abundant recreational opportunities.

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. §. 19.36(7).

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit the Campus Security andFire Report. Also visit our Campus Security Authority policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing diversity, equity, and inclusion.

The UW-Eau Claire Police Department is dedicated to maintaining a safe and secure environment for learning and working. Although crime at the University of Wisconsin-Eau Claire is limited, the University Police want students, faculty and staff to be aware of crime on campus and the area surrounding the campus. The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act is a federal law that requires colleges and universities to disclose annual information about campus crime. Visit Campus Security and Fire Report. Also visit our Campus Security Authority(CSA) policy.

UW-Eau Claire is an AA/EEO/Veterans/Disability employer dedicated to enhancing equity, diversity, and inclusion.

The University reserves the right to contact additional references with notice given to the candidates at an appropriate time in the process. Employment will require a background check. Employment will also require you and your references to answer questions regarding past conduct related to 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. §. 19.36(7).

The University of Wisconsin System is engaged in a Title and Total Compensation (TTC) project to redesign job titles and compensation structures. As a result of the TTC project, official job titles on current job postings will change in November 2021. Job duties and responsibilities will remain the same. For more information please visit: wisconsin.edu/ohrwd/title-and-total-compensation-study/.