Event Technology Coordinator

UW-Stout invites applicants for the Event Technology Coordination position within the Student Centers professional staff team. The Event Technology Coordinator directs live event production and technical service delivery for all meetings and events within the Student Centers facilities and other areas on and off-campus. This position supervises the Event Technology Crew (ETC) student staff team (approximately 12-18 students) and works with clients to determine technical resource needs. The Event Technology Coordinator works with a wide array of equipment, including audio and lighting systems, video projection, recording equipment, stage equipment, video equipment and video conferencing. This position assists with technical equipment inventory, maintenance, and basic troubleshooting/repairs. The Event Technology Coordinator reports to the Event Technology Manager. This position requires flexibility in terms of hours worked, as late evening, weekend and holiday work will be a necessity.

Official UW Title: Event Manager (DS025)

Full-time (year-round) position. The position requires flexibility in terms of hours worked, as late evening, weekend and holiday work will be a necessity.

Anticipated Start Date: May 1, 2023

QUALIFICATIONS

Minimum / Required

• Bachelor’s Degree OR minimum five years’ experience in an audio-visual field.
• Experience with event production in at least one of the following areas: lighting, sound, video and/or rigging.
• Must be able to communicate effectively, both verbally and in writing, and interact positively with a diverse staff and clientele.
• Demonstrated ability to creatively problem-solve technical issues.
• Experience supervising and training employees.

Highly Desired

• Experience with analog and digital audio.
• Experience with stage lighting and/or event lighting.
• Experience with video production.
• Experience with rigging.
• Experience with digital media networking and digital control systems (i.e. Crestron, Extron, Qsys, or equivalent).
• Demonstrated experience in establishing a work environment that embraces equity, diversity, and inclusion.
• Experience providing technical support for large scale corporate events, touring productions or music festivals.
• Experience working with a reservation or event management software system.
• Professional experience within a higher education setting.

RESPONSIBILITIES

40% Event Technology Crew (ETC) Supervision

• Serve as direct supervisor for 12-18 Event Technology Crew (ETC) technical services student employees.
• Supervision duties include recruiting, hiring, training, scheduling, and evaluation.
• Develop, implement, and maintain work instructions, continuous improvement processes, forms, and records.
• Ensure safe working conditions and practices for ETC employees.
• Compile and process student employee payroll according to university payroll deadlines
• Manage student employee hiring paperwork and records.

30% Event Intake, Consultation and Service Delivery

• Meet and/or communicate with Conferences and Events clients to determine technical equipment and support needs.
• Work with Conferences and Events team to update reservations and maintain accurate confirmations with pricing quotes for technical equipment and labor.
• Direct and supervise ETC staff before, during and after live events.
• Develop proficiency with and effectively use the reservation and diagram software.
• Attend and participate in Student Centers weekly event review meetings.
• Process event equipment and labor billing in an accurate and timely manner.

20% Coordination of Technical Resources

• Oversee the reservation, delivery, setup, operation and maintenance of departmental performance systems, meeting/conference multimedia and other technical equipment.
• Performance systems include audio and lighting systems, video projection, recording equipment and stage equipment (equipment types included, but not limited to: Nexo speakers, Yamaha digital audio boards, ETC stage and architectural lighting systems).
• Meeting/conference multimedia include computers, video projectors, presentation software, flat panel monitors, audio support, video support, and video conferencing.
• Other technical equipment includes, but not limited to public area video announcement system, wireless communication systems, and house phone system.
• Identify maintenance, installation and repair needs for the facilities, performance systems, audio visual equipment, sound equipment and support area.
• Assist in the development and implementation of policies relating to the use of technical equipment and facilities.

5% Inventory, Maintenance, Purchasing, and Budget

• Responsible for maintaining equipment inventory system.
• Utilize an equipment maintenance program including maintenance schedules and service history records.
• Trouble-shoot and repair equipment when possible.
• Assist with researching, recommending, and purchasing equipment to meet evolving technology needs.
• Assist with the day-to-day technical operations and service budget.
• Assist in the development of short and long-range plans for equipment purchases, replacement, and facility infrastructure.

5% Other Duties

• Serve as a back-up to the Event Technology Manager as needed.
• Ensure a safe environment for clients and staff during supported events.
• Assist in overseeing the work of contractors during the installation and/or servicing of technical equipment.
• Continued self-education through certification and training classes relevant to the department’s technology resources.
• Serve on campus and department committees as assigned.

DEPARTMENT INFORMATION

UW-Stout’s Student Centers team is committed to creating an inclusive campus community. Candidates who have experience working collaboratively with diverse individuals and/or groups and who can contribute to fostering an inclusive environment are encouraged to identify their experience in these areas.

The Event Technology team plays a critical role in the success of the Conferences and Events sub-unit of the Student Centers. Conferences and Events strives to provide excellent facilities and services for a wide range of reservations and events. Our team manages and supports 8,000-10,000 reservations annually for student organizations, campus departments and external organizations.

Student Centers’ Mission

To be a student focused community that offers: gathering places, services, and opportunities in support of learning and personal growth in a safe, positive, and welcoming environment.

At the center of campus lives the Memorial Student Center (MSC), a place that will help make Stout home. Whether students pay us a visit for their morning cup of coffee, get a project printed for a class, take a nap between classes, or attend a student org meeting, you’ll find it’s the heart of campus. But more than this, it’s a community – a community that allows student to find their place while at Stout.

APPLICATION INSTRUCTIONS

Applications received by end of day March 19, 2023 are ensured full consideration. Applications submitted after 3/19th may be reviewed at the discretion of the search committee.

To apply, click on the APPLY button or go to: https://www.uwstout.edu/about-us/careers-jobs

Required application materials:

1. Cover letter (* See below)
2. Curriculum vitae or resume
3. Names and contact information for a minimum of three (3) professional references

*Please use your cover letter to speak to each of the Minimum/Required Qualifications for this position as listed above. For each required qualification, describe your relevant experience, using specific examples from your work history to illustrate how your experience satisfies the requirement.

Applicants must complete all required fields and attach all required documents prior to submitting the online application.

Note: Once you have attached your materials and submitted your application you will not be able to go into the system and change them.

Before starting the online application process, we recommend you preview the frequently asked questions (FAQs) available at: https://kb.uwss.wisconsin.edu/21900.

Job Family: Staff