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Welcome Center Manager and University Special Event Coordinator

Apply now Job no: 500113
Work type: Full-time
Location: Oshkosh Campus
Categories: Non-Instructional Academic Staff

Official Title: Event Manager
Business Title: Welcome Center Manager and University Special Event Coordinator
Employment Class: Academic Staff
FTE: 1.0
Compensation: $40,200 to $49,700 per year
FLSA Status: Exempt
Terms of Employment: Annual, fixed-term renewable
Position Summary:

This position serves as the primary venue manager for the Culver Family Welcome Center (CFWC) and the coordinator for weddings, social and corporate events held at the venue. Responsibilities include scheduling site visits, creating contracts and space diagrams and managing all details and event logistics. As part of the CFWC team, this position also oversees all of the hiring and supervision of the student operations team and building managers. Additional responsibilities include overseeing building operations functions including managing financial procedures, along with billing and conference center maintenance and purchasing.

In addition, this position manages, plans, and organizes specific major University special events, including but not limited to Midyear and Spring Commencement ceremonies and the Opening Day Convocation. Event management includes controlling event information flow, basic marketing and web updates, planning and managing logistics, schedules and timelines, recruiting, hiring and management of all employees, volunteers and event participants and providing onsite event coordination.

The Event Manager directs daily operations of events, including monitoring the budget and/or supervising event planning staff to ensure that operations run efficiently, economically, and in line with department goals and policy.

UW Oshkosh provides a competitive benefits package for all benefit-eligible positions. Click here for more details.

Responsibilities
  • Establishes and executes day-to-day operational functions and goals of events to align with existing strategy
  • May exercise supervisory authority, including hiring, transferring, suspending, promoting, managing conduct and performance, discharging, assigning, rewarding, disciplining, and/or approving hours worked of at least 2.0 FTE or equivalent employees
  • Identifies, proposes, and implements new or revised unit operational policies and procedures
  • Monitors the budget and approves expenditures
  • Establishes and sustains relationships with internal and external stakeholders

Management of Culver Family Welcome Center (45%)

  • Serve as primary contact for Culver Family Welcome Center event business and University Special Events functions
  • Define CFWC event objectives, assesses needs, recommend appropriate supporting logistics, negotiate and prepare contracts, develop event orders, prepare room diagrams and manage all details and changes
  • Provide onsite building leadership as needed at CFWC, including providing operational and audiovisual support to building guests, meeting planners and event attendees
  • Manage all in-person, phone and email business inquiries; provide tours and prepare event proposals and quotes in accordance with appropriate pricing structure
  • Create detailed event orders and floor plans for CFWC event business in Social Tables diagramming software
  • Provide administrative coverage and onsite supervision for CFWC, ensuring event planners and guests are met with highest level of customer service and satisfaction
  • Coordinate all facilities work orders and maintain updated and accurate reports of CFWC maintenance and repairs
  • Maintain updated records for CFWC and University Special Events furniture, equipment and supply inventory
  • Serve as hiring authority for Culver Family Welcome Center full-time and student employees
  • Conduct full-time and student employee performance reviews in accordance with appropriate timelines
  • Create, send and reconcile all events billing and accounts payable for CFWC event business
  • Record, track and report forecasted and actual CFWC event revenue for fiscal year
  • Manage all revenue and expenses within CFWC budget
  • Meet with event clients to plan event details. Determine event needs, suggest room setups and equipment and liaise with campus catering department
  • Create detailed event orders and floor plans for CFWC event business in Social Tables diagramming software
  • Monitor and ensure all CFWC events are set up, refreshed and broken down in compliance with scheduled times
  • Coordinate displays for and attend local vendor shows. Participate in appropriate networking/local organizations to promote the CFWC
  • Work with university marketing to create and develop marketing plans and materials for CFWC
  • Maintains exemplary relationship with and meets regularly with catering and food service partners
  • Reviews customer satisfaction evaluations and ensures that follows ups are made with clients after events for feedback; shares feedback with CFWC staff and catering partners

 Management of University Special Events (45%)

  • Manage all revenue and expenses within Commencement budgets
  • Create scripts and timelines for university special events; ensure participants adhere to appropriate schedules
  • Draft RSVP forms and manage incoming RSVPs for University Special Events. Assist with preparing event registration materials and onsite event registration
  • Conduct event flow, ensuring predetermined timelines/schedules are followed and participants are directed appropriately, including all student, employee, volunteer, faculty/staff and community event participants
  • Coordinate with campus departmental stakeholders to secure appropriate services for internal, external and university special events
  • Schedule and facilitate meetings with university administration and event stakeholders to gather feedback and make recommendations for process improvement
  • Compose regular correspondence with University faculty, staff and student special events participants regarding event roles, timelines and scripts
  • Conduct onsite trainings and rehearsals and provide special event participant role information
  • Update and manage request forms for special events guest and community seating and parking arrangements
  • Coordinate all Facilities Management needs for special events, including completing work orders, determining setup schedules and providing setup needs to involved parties
  • Collaborate with campus audiovisual and Information Technology personnel to ensure all needs are met for special events, including sound and projection, lighting and Kolf Sports Center video board operation
  • Schedule pre-special event meetings with various campus departments to ensure safety and risk management regulations are followed

 Oversight (5%)

  • Serve as University-wide event planning resource/consultant
  • Serve on various University executive event planning committees
  • Manage CFWC and Special Event websites, ensuring accurate and appropriate content and making updates as needed
  • Assist with onsite CFWC event and University Special Event preparations, set ups and tear downs as needed
Qualifications  
Required:
  • Bachelor's degree
  • Excellent communication skills including writing and speaking
  • Computer literate (MS Office Suite) with the ability to learn new software applications
  • Excellent organization and prioritizing skills
  • Excellent customer service and interpersonal skills
  • Willingness to work a flexible schedule including nights and weekends
  • Demonstrated commitment to diversity, equity, and inclusion
Preferred:
  • Degree in Communications, Business, Human Resources, Hospitality or related field
  • Experience scheduling and supervising volunteers and/or student employees
  • At least one (1) year experience coordinating special events and/or weddings and/or social events in a University or conference center setting
  • Experience using 25Live or similar reservations software
  • Knowledge of conference center operations including room set up styles, AV & presentation equipment
To Apply:

Applicants must submit the following documents using the online application: Cover letter, resume, and contact information for three references.

For questions regarding your application and additional options to apply, contact Human Resources at recruitment@uwosh.edu or 920-424-1166.

Application Deadline:

TO ENSURE CONSIDERATION: Applications received by Monday, May 30th, 2022 are ensured full consideration. Applications received after that date may be given consideration at the discretion of the search committee. Application materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Incomplete and/or late application materials may not receive consideration.

If you have questions regarding this recruitment, or if you are not able to complete the application online due to a disability or system problem, please contact the Office of Human Resources.

Legal Notices:

AA/EO Statement
The University of Wisconsin Oshkosh (UWO) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. We strongly encourage women, minorities, people with disabilities and veterans to apply. UWO, in compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity/expression, disability, or protected veteran status.

DEI Statement
Diversity drives innovation, creativity, and progress. At the University of Wisconsin Oshkosh, the culture, identities, life experiences, unique abilities, and talents of every individual contribute to the foundation of our success. Creating and maintaining an inclusive and equitable environment is of paramount importance to us. This pursuit prepares all of us to be global citizens who will contribute to the betterment of the world. We are committed to a university culture that provides everyone with the opportunity to thrive.

Reasonable Accommodations
UWO provides reasonable accommodations to qualified individuals with disabilities who are employees or applicants for employment. Employment opportunities will not be denied because of the need to make reasonable accommodations for a qualified individual with a disability. If you need assistance or accommodation in applying because of a disability, please contact afaction@uwosh.edu or 920-424-1166. This job announcement and other material on this site will be made available in alternate formats upon request to an individual with a disability.

Confidentiality of Applicant Materials
UWO is a State agency and subject to Wisconsin's Open Records Law. UWO will not, however, reveal the identities of applicants who request confidentiality in writing except as may be required by Wisconsin's Open Records law. In certain circumstances, the identities of "final candidates" and/or the identity of the appointed applicant must be revealed upon request.

CBC & Reference Check Policy
All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Work Authorization
The University of Wisconsin Oshkosh does not offer H-1B or other work authorization visa sponsorship for this position. Candidates must be legally authorized to work in the United States at the time of hire and maintain work authorization throughout the employment term.

Annual Security and Fire Safety Report (Clery Act)
For the UWO Annual Security and Fire Safety Reports (i.e., Clery Report), which includes statistics about reported crimes and information about campus security policies, see https://uwosh.edu/police/, or call UWO Police Department, at (920) 424-1212 for a paper copy.

 

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Equal Opportunity and Affirmative Action Employer

All candidates for employment are subject to a pre-employment screening which includes a criminal background check, work authorization, and verification of education. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.

Contact Us

recruitment@uwosh.edu
920-424-1166

Reasonable Accommodations

The University of Wisconsin Oshkosh is committed to the full inclusion of all qualified individuals. As part of this commitment, UW Oshkosh will ensure that persons with disabilities are provided reasonable accommodations. If a reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Office of Human Resources, Equal Opportunity, Equity & Affirmative Action, (920) 424-1166 or afaction@uwosh.edu.