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Position Summary/Job Duties:
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1. Organize and maintain the annual Microsoft Planner Board and Google Sheet for events (2025–2026 and beyond)
• Develop a comprehensive Microsoft Planner board to track all events, deadlines, and task assignments for the 2025–2026 academic year.
• Create a companion Google Sheet with detailed event information, including event name, date, location, budget, responsible parties, and status updates.
• Establish standardized naming conventions and categories for easy reference.
• Begin the planning process for the 2026–2027 school year concurrently, ensuring a multi-year rolling plan is maintained.
• Update both tools regularly to reflect progress and changes, ensuring all stakeholders have access to current information.
2. Reserve spaces and rooms through EMS for current and future events
• Use the Event Management System (EMS) to secure rooms and spaces for all events scheduled in 2025 and 2026.
• Anticipate high-demand dates and reserve venues well in advance to ensure availability.
• Extend reservations through 2027 as part of long-range planning.
• Maintain a master list of confirmed reservations, pending requests, and backup options.
• Coordinate with facilities to ensure each space is set up to meet event needs (AV, seating arrangements, signage, etc.).
3. Build event agendas and manage the graduate events calendar
• Draft preliminary agendas for each event, outlining timelines, speakers, topics, and activities.
• Collaborate with internal teams and external partners to refine agendas before finalization.
• Input all confirmed events into the graduate events calendar, ensuring accurate time, location, and description details.
• Distribute “Save the Date” notifications to relevant staff and stakeholders via email and calendar invites.
• Update agendas and calendar entries as needed to reflect program changes.
4. Coordinate catering with WSB Event Staff and Student Services
• Serve as the primary liaison with WSB Event Staff for all catering requests.
• Attend weekly planning meetings with Student Services to review menu options, dietary accommodations, and headcounts.
• Ensure catering orders align with event budgets and sustainability guidelines.
• Confirm delivery, setup, and cleanup times with catering vendors prior to each event.
• Track catering invoices and submit for payment in a timely manner.
5. Secure transportation for events when needed
• Arrange transportation (shuttles, buses, rideshares) for students, staff, and guests as required.
• Obtain quotes from approved vendors and book services based on event schedules.
• Communicate pickup/drop-off locations and times to participants in advance.
• Maintain a record of transportation costs for budget tracking.
6. Develop processes to streamline planning for all future events
• Create and maintain standard operating procedures (SOPs) for event planning, including timelines, checklists, and templates.
• Establish a centralized repository for all event-related documents, agendas, and post-event reports.
• Document lessons learned from each event to improve future planning and execution.
• Identify opportunities for process automation (e.g., RSVP tracking, communications scheduling) to reduce manual workload.
7. Process and track all event-related payments
• Review and verify invoices for accuracy before submitting them for payment.
• Track expenses against approved event budgets to ensure financial compliance.
• Work with the finance office to resolve any billing discrepancies promptly.
• Maintain detailed records of all payments for auditing and reporting purposes.
• Provide regular budget status updates to supervisors and event leads.
8. Prepare and organize event materials
• Design, print, and assemble event signage, name tags, programs, and handouts.
• Ensure presentation slides, videos, and other media are formatted and tested in advance.
• Organize event supplies (e.g., tablecloths, banners, promotional items) and coordinate their transportation to the venue.
• Maintain an inventory of reusable materials and restock consumables as needed.
• Set up and break down event spaces in collaboration with facilities and student staff.
9. Create and manage event invitations and attendance tracking
• Draft and send professional event invitations to students, staff, and external guests.
• Use email marketing tools or calendar invites to ensure timely delivery and easy RSVP responses.
• Monitor RSVPs and follow up with non-responders as needed to meet attendance targets.
• Develop a system to track actual attendance versus RSVPs for reporting and planning purposes.
• Compile post-event attendance data to inform future event capacity planning.
10. Oversee management of student spaces
• Monitor and maintain designated student spaces to ensure they are clean, organized, and welcoming.
• Coordinate with facilities for repairs, furniture arrangements, or equipment maintenance.
• Establish and communicate usage guidelines for student spaces to promote shared responsibility.
• Schedule space usage for student groups and events to prevent conflicts.
• Gather student feedback to identify opportunities for improvement in space functionality and comfort.
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Institutional Statements:
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Equal Employment Opportunity Statement:
UW-Madison is an Equal Employment, Equal Access Employer committed to increasing the diversity of our workforce.
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.wisc.edu
Accommodation Statement:
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/
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