Job Description

Job ID
18332
Location
UW Stout;Menomonie, WI
Full/Part Time
Full-Time
Regular/Temporary
Regular

JOB DETAILS:


UW-Stout invites applicants for the Events and Camps Manager position, which is a member of the Conferences and Events team within the Student Centers. The position is responsible for managing logistics for year-round large, complex events and summer camps and conferences. This position works with a variety of stakeholders to coordinate facilities and services for programs, develop and implement relevant procedures, and will assist with developing strategies to grow external business. We are seeking a team member that is passionate and committed to promoting the development of an equitable and inclusive environment. This position reports to the Student Union Associate Director – Conferences and Events.

ABOUT THE JOB: Event Manager (DS025)

Full-time (year-round) position. Office hours are 8:00am-4:30pm, however this position will require evening and weekend work as needed.

Anticipated Start Date: August 1, 2022

QUALIFICATIONS

Minimum / Required

  • Bachelor’s Degree
  • Minimum of one year of professional experience managing events

Highly Desired

  • Professional experience coordinating major events such as conferences, weddings, banquets, expos and/or summer camps
  • Experience providing high quality customer service
  • A team-player with demonstrated ability to develop and sustain strong relationships with clients and team members
  • Ability to manage multiple tasks with attention to detail
  • Ability to work effectively and prioritize in a fast-paced environment
  • Demonstrated experience in establishing a work environment that embraces equity, diversity, and inclusion
  • Demonstrated ability to collaborate with and provide leadership to peers
  • Fiscal experience related to tracking expenses, invoicing, and payment collection and follow-up

RESPONSIBILITIES

50% Major Events Year-Round

  • Manage logistical details for year-round major events hosted in the Student Centers, including but not limited to, conferences, trainings, weddings, banquets, social events, fairs/expos, and campus-wide special events.
  • Consult and work collaboratively with Student Centers sub-units (Event Technology Crew, Custodial, Building Managers), University Dining Services and other campus service providers to confirm arrangements for major events, including room set-ups, audio/visual/technical needs, signage, custodial, and other relevant needs.
  • Supervise day-of-event operations and assist clients with day-of needs.
  • Develop, update, and implement procedures and facility/services rates as necessary. Communicate UW System, UW-Stout and Student Centers policies, procedures, and rates to program organizers.
  • Develop and negotiate third-party facility use agreements for non-university clients.

40% Summer Camps and Conferences Logistics

  • Manage all logistical arrangements for summer camps and conferences hosted on campus including, but not limited to: residence halls, dining services, recreational space, classroom space, meeting/event space, audio/visual support, and parking.
  • Manage workflow, documentation and records related to assigned programs.
  • Manage facility and services charges; finalize program invoices and ensure payments are received.
  • Maintain frequent contact with program organizers and campus service providers to stay informed and meet unique or changing program needs.
  • Work cooperatively with the campus Precollege Liaison to ensure youth programs are compliant with UW System youth protection policies and requirements.
  • Monitor and evaluate facility and service procedures and offerings for summer programs; identify and recommend updates or enhancements.
  • Collaborate with campus partners on recruitment strategies and materials to attract and book new external camp and conference business.

10% Department Support

  • Provide administrative and organizational support to the Conferences and Events team, including, but not limited to purchasing, records management, event invoicing and payment collection, and student hiring paperwork.
  • Professional contributions could include institutional committee work, regional and national association membership and involvement.
  • Other duties 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 Conferences and Events Team is a sub-unit of the Student Centers. We strive to provide excellent facilities and services for a wide range of reservations and events. Our team manages 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 projects 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 students to find their place while at Stout.

INSTITUTIONAL OVERVIEW

University of Wisconsin-Stout prepares lifelong learners, ethical leaders and responsible citizens in an equitable, inclusive, and sustainable environment through collaborative career-focused programs that integrate applied learning, theory and research. UW-Stout is committed to developing an inclusive community that fosters a rich, dynamic and collaborative environment in which to work and grow, celebrating the diversity of individual perspectives and experiences.

A member of the University of Wisconsin system, UW-Stout is unique within the University of Wisconsin System--it is named after its founder, James Huff Stout, and holds the distinction of being Wisconsin’s Polytechnic University, a designation which highlights our combination of applied learning, real-world experiences, and an integrated liberal arts foundation.

UW-Stout offers 47 undergraduate and 23 graduate degrees, including 21 masters and 2 advanced degrees. The current enrollment is approximately 8,000 students.

UW-Stout is committed to investing in and ensuring access to equitable, diverse, and inclusive learning, student living, and work environments that reflect our regional and global connections.

The UW-Stout campus community enjoys opportunities for cross-disciplinary collaboration, state-of-the-art facilities, and a modern digital environment. UW-Stout values innovative approaches to solving problems in society and industry and encourages collaboration within and across disciplines and professions.

The university is on a beautiful campus in Menomonie, situated in western Wisconsin, 60 minutes east of Minneapolis-St. Paul on Interstate 94. Located in the scenic Chippewa Valley region with a population base of more than 200,000, Menomonie is a city of more than 16,400, surrounded by lakes, streams, and woodlands. For more information about the UW-Stout community and region visit: https://www.uwstout.edu/about-us/our-community

Facts and data about the university: https://www.uwstout.edu/about-us/meet-our-leadership/institutional-accreditation/fact-book

ADDITIONAL INFORMATION

Minimum starting salary of $50,000 commensurate with qualifications and experience. The UW System provides an excellent benefits package including participation in the Wisconsin State retirement plan.

All qualified candidates meeting application requirements will receive consideration for employment and will not be discriminated against. As an equal employment opportunity and affirmative action employer, UW-Stout welcomes applications from individuals from diverse groups; veterans, individuals with disabilities and from historically excluded populations. UW-Stout provides equal opportunity to all persons and is committed to inclusive excellence. At UW-Stout we value our differences and welcome diverse perspectives as we continually commit to developing an inclusive and equitable environment for all employees and students.

Employment is contingent upon the final candidate’s completing a criminal background check and being cleared to work by the Human Resources team. Employment is also contingent upon the final candidate passing a reference check process. The reference check process includes asking the final candidate and most recent supervisor questions regarding sexual violence and sexual harassment. Final candidates with previous employment within the UW System and State of WI agencies will be subject to additional reference checks.

Official transcripts required at time of hire.

Must be authorized to work in the United States. Sponsorship is not available for this position. A successful applicant will be responsible for ensuring eligibility for employment in the United States on or before the effective date of the appointment and maintain work authorization throughout the employment term. If you have questions regarding this, please contact our Human Resources office, Phone: 715.232.2149.

In response to a public records request, the University of Wisconsin System will not reveal the identities of applicants who request confidentiality in their online application, except that the identity of the successful final candidate will be released. See Wis. Stat. sec. 19.36(7).

UW-Stout is committed to providing safety and security of all members of our community in accordance with the Clery Act. For campus safety information and crime statistics visit: https://www.uwstout.edu/life-stout/police-and-parking/clery-information

APPLICATION INSTRUCTIONS

To ensure consideration complete applications must be submitted online by June 5, 2022. We will continue to accept applications until the position is filled. 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

*Include a statement (4-6 sentences) regarding how you would foster a climate of equity, diversity and inclusion in this position. Please also 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 will need to 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

It is the policy of UW-Stout to provide reasonable accommodation to qualified applicants with disabilities. If you need assistance, or accommodation in applying because of a disability, please contact us using the information below. Employment opportunities will not be denied because of the need to make reasonable accommodation for a qualified individual's disability.

For questions regarding this position or recruitment, please contact:

Search Chair: Malinda Hebert

Phone: 715-232- 5831

Email: hebertma@uwstout.edu

If you need assistance with the online application process or if you submitted your application prior to uploading all of the required application materials, please contact:

Search Coordinator: Jennifer Lee

Phone: 715-232-1114

Email: leejenn@uwstout.edu

Job Family: Supervisory