Conference Organizer Jobs (NOW HIRING)

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.

• 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

Wisconsin Union, UW Conferences & Events

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.

• 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.

Jenny Lee, jenny.lee2@wisc.edu,608-265-1157

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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 backgroundsand 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.

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