The Conference Management Team within UW Conferences & Events is looking for a highly detail oriented and self-motivated professional to join our team as a Conference Coordinator. This position will plan and manage multiple academic and professional conferences throughout the year, both on and off campus. The Conference Coordinator will collaborate with campus departments and organizers to oversee all aspects of event planning, including, logistics coordination, room diagrams, food and beverage planning, and audiovisual needs. In addition, you will work with various software programs to detail out the event needs, create registration and websites.
Work Schedule and Location
The primary hours will be Monday-Friday 8:00 - 4:00, with an occasional night and or weekend depending on conference/program schedule.
Key Job Responsibilities:- Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer needs and ensure event compliance with institutional policy.
- Assists with planning and the creation of promotional materials and resources for events
- Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
Create and maintain conference websites, registration sites, and abstract submission fees
- Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities
- Monitors and processes event related transactions and event data and records
- Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
Develop and track individual conference budgets, including registration fees, fiscal expenditures, billing invoices, and reconciliation
Department:Wisconsin Union, UW Conferences & Events
Compensation:The expected starting salary is $23.50/hour.
This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see:
https://www.wisconsin.edu/ohrwd/benefits/download/univstaff.pdf
Appointment Duration:
Terminal, 2 year project appointment.
Required Qualifications:- 1 year of event planning and/or event management experience
- Experience working directly with customers to plan conferences and/or events
- Experience using computerized scheduling and registration software systems
This deadline to apply for this position is September 13th, 2026 at 11:55pm.
Applicants should attach a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process.
Contact Information:Jenny Lee, [email protected], 608-265-1157
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.
The University of Wisconsin-Madison is an Equal Opportunity Employer.
Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.
To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.
Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including 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).
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Skills Required
- At least 1 year of event planning and/or event management experience
- Experience working directly with customers to plan conferences and/or events
- Experience using computerized scheduling and registration software systems
What We Do
The University of Wisconsin–Madison is a public research university that offers a comprehensive range of academic programs, professional degrees, and research initiatives.
