Department Travel and Event Coordinator

The Department of Mathematics at UW-Madison is seeking a Travel and Event Coordinator to join our talented administrative support team. One of the largest on campus, Mathematics is home to over 400 workers including faculty, academic staff, university staff, pre- and postdoctoral trainees; as well as graduate and undergraduate student employees. This position offers a dynamic and collaborative work environment including a broad range of challenging and varied administrative responsibilities. A successful candidate will be enthusiastic, motivated, and have excellent interpersonal and organizational skills.

The person in this role will be expected to provide travel and event logistics support to the members of the department and their visitors. The primary function of this role is to coordinate travel arrangements for all domestic and international visitors to the department, ensuring correct paperwork is collected for honorarium and reimbursement processing. This includes developing relationships with vendors, hotels and contract travel partners.

This role serves as primary contact for reimbursement requests for non-employees as needed, submitting appropriate paperwork/receipts per UW travel policy. This position requires the ability to independently handle all logistical aspects of department events including arranging space, menu, participant travel and lodging, and other details as needed. This person will regularly interact with faculty, participants and students and will be expected to provide high level of customer service. It is expected the person in this role will independently develop and maintain conference/event planning procedures and exercise autonomous decision-making. This responsibility includes continuous tracking, prioritization, organization, scheduling, and communication of multiple ongoing initiatives at various stages of progress, as well as interfacing with students and campus partners.

This detail-oriented position requires excellent administrative, organizational, and communication (verbal, written, and electronic) skills as well as computer proficiency with a variety of applications. It requires considerable professionalism, confidentiality, independent initiative, sound judgement, analytic ability, and problem-solving skills. The successful candidate will have the ability to manage competing priorities as well as the ability to work independently in dealing with a diverse workload and varied responsibilities.

This position is 100% on site. Regular remote work is not available for this role.

• 70% Schedules logistics and secures resources for meetings, conferences, travel, and work unit operations
• 10% Serves as a primary point of contact for individuals and groups, provides organizational information via phone, in person, and through other communication mediums
• 10% Prepares and audits complex records, edits documents, and reviews work done by others
• 5% Develops, sends, receives, copies, and distributes communications to the appropriate entities according to established policies and procedures
• 5% Develops, implements, and maintains methods and organizational systems directed at the maintenance of electronic/physical records related to work operations according to established policies and procedures

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 and Inclusion

Preferred
H.S. Diploma

Required Qualifications:
- Excellent verbal and written communication skills
- Experience using Excel or Google Docs for coordinating, processing, and tracking data
- Excellent interpersonal skills including ability to work with people from a wide variety of backgrounds, cultures, and levels of education

Preferred Qualifications:
- 1-3 years event management or travel coordination experience preferred
and/or:
- Experience in a customer service role with a focus on answering questions and resolving problems
- Experience applying complex policies/procedures related to handling confidential information
- Experience managing communications to employees regarding scheduling information
- Experience comparing data from various sources to ensure accuracy in processing travel transactions.

7:45 - 4:30pm M-F. Schedule details to be finalized upon hire. Occasional evening/weekend hours will be required as needed to accommodate department events.

Full Time: 100%

It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.

Ongoing/Renewable

Minimum $25.00 HOURLY
Depending on Qualifications
The typical starting salary for this position is $25.00 - $30.62 an hour depending on qualifications and experience. Employees in this position can expect to receive benefits such as generous vacation, holidays and paid time off; competitive insurances and saving accounts; and retirement benefits.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, a foreign national authorized to work in the United States without need of employer sponsorship) on or before the effective date of appointment. University sponsorship is not available for this position.

Please click on the "Apply Now" button to start the application process.

Applications must be submitted by 11:55 pm on the deadline date. To apply, please upload a cover letter and resume. Your cover letter and resume should address how your skills, knowledge, and abilities are transferrable to this role. Additional materials submitted other than your cover letter and resume will not be considered. Please note your application materials may be used as a writing sample.

Selected applicants will be invited to participate in virtual interviews (via Zoom) to be held approximately 7-10 days after the posting closes. An additional round of interviews may be requested and will be scheduled individually. Once final applicants are identified, they will be asked to provide names and contact information for at least three professional references, including a current/most recent supervisor.

For questions on the position contact: Serena Boman (saboman@wisc.edu).

Serena Boman
saboman@wisc.edu
608-263-6859
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Administrative Assistant III(AD003)

A48-COL OF LETTERS & SCIENCE/MATHEMATICS/MATH

University Staff-Ongoing

313190-CP