Office & Event Manager

The Office of Academic & Career Success (OACS) is responsible for leadership and coordination, training, communication, assessment, advocacy, and technology serving the campus-wide advising, career services, and learning support communities. OACS believes that the wellbeing and success of UW-Madison advisors, career services professionals, and learning support staff is crucial in creating an environment where all students can achieve academic and career success. OACS provides resources including professional development and training opportunities, technology and assessment support, and community building so staff can best meet the needs of students.

The individual in this role will provide comprehensive administrative support and office management for OACS, including supporting the work of the Strategic Operations Manager. They will assist OACS staff in purchasing supplies, catering, and interact significantly with the UW-Madison purchasing system. They will also support OACS' affiliated committees and OACS events, training and programs. This position will actively create and sustain a welcoming, friendly environment in support of the office's overall community development mission both within the office and at OACS events.

The OACS Office & Event Coordinator plays a key role in the office as the leader who will cultivate and manage a year-long event calendar, assisting with long-term planning for all OACS events. The Office & Event Coordinator serves as the leader of the OACS events calendar and processes, which includes responsibility for scheduling, planning, room reservations, food orders, working with catering and event staff in the Wisconsin Unions, and working closely with OACS leaders who plan and facilitate events throughout the year. They will also play a lead role in the planning and execution of a campus-wide conference held by OACS annually, working with a team to oversee all aspects of the event. The individual in this position will work with new staff in advising, career services, and learning support roles on campus, serving as the first point of contact and helping new staff connect to the many OACS resources.

The position reports to the Strategic Operations Manager. You can expect to work with a compassionate and supportive team that values you as an individual, supports your work/life balance, and provides you with opportunities to grow and develop.

OACS includes 6 reporting units that provide direct undergraduate academic & career support: Cross-College Advising Service (CCAS), Center for Pre-Health Advising, Center for Pre-Law Advising, the Career Exploration Center (CEC), Undergraduate Academic Awards, and the Greater University Tutoring Service (GUTS).

The Office of Academic & Career Success (OACS) is part of the Division for Teaching and Learning (DTL) along with the: Center for Teaching, Learning, and Mentoring (CTLM), the Wisconsin Institute for Science Education and Community Engagement (WISCIENCE), the Rebecca M. Blank Center for Campus History (CCH), the Morgridge Center for Public Service, and the Student Learning Assessment (SLA) office.

• 15% Utilizes independent judgement regarding development, implementation, promotion, and evaluation for one or more academic programs, initiatives, or events
• 25% Identifies program, needs, contributes to the development of unit workflows, schedules logistics and secures resources for meetings, events, and interviews
• 25% Coordinates program components and evaluates program effectiveness and provides recommendations for improvement
• 15% May supervise the day to day activities of one or more academic programs and resolves issues exercising discretion to meet unit goals.
• 5% Supports the work of the OACS Strategic Operations Manager
• 15% Supervises the OACS physical office spaces, acting as office manager

• Manage a robust, year-round schedule of in-person & virtual events, including event reservations, room reservations, virtual platform invites, calendaring, food orders, preparation of supplies, staffing, evaluations, & organizing post-event follow-up
• Support OACS committees: send calendar invites, update email lists, prepare name tags/tents, take notes (when requested), order food, and other duties as needed
• Lead the event request process for OACS staff as well as community partners
• Coordinate the annual OACS Grants & Advising Awards processes
• Lead and organize the operations for campus-wide OACS conference(s), including call for proposals, session selection, staffing roles, conference logistics, etc.
• Serve as the first point of contact for office visitors, answer phones in OACS front office, manage central email accounts, triage walk-in questions and make helpful referrals
• Communicate via oral, written, and electronic media in a respectful, inclusive and collaborative manner
• Support initiatives led by colleagues, including attendance at events and service on planning teams as needed
• Provide scheduling and administrative assistance to OACS leadership staff, as well as support the work of the Strategic Operations Manager
• Hold a purchasing card, stay informed on relevant policies, & be responsible for ordering food and supplies for events, assisting staff to book travel, monitor & purchase office supplies as needed, & quickly/correctly reconcile purchasing statements
• Track budgets for events, trainings, and programs, collaborating with event planners on expenses and budgets
• Lead all purchase orders and requisitions needed through ShopUW+
• Independently manage varying projects, priorities, office operations using critical thinking and problem-solving skills
• Support technology back-up as needed for OACS virtual events, including platform creating, participant tracking, moderator, tech support for participants, sending out reminders

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

Required
Associate's Degree

Candidates will be evaluated on their ability to address the following qualifications in their application materials:

Required:
-Demonstrated ability to lead multiple, concurrent projects in a work environment
-Excellent organizational skills and attention to detail
-Ability to work collaboratively, effectively, and productively as a team member
-Ability to be a self-starter who will take initiative, plan ahead, and independently execute their work priorities and duties
-Strong written and verbal communication skills

Preferred:
-Experience performing administrative tasks within an office environment
-Strong computer skills, including Microsoft Office applications
-Working knowledge of UW-Madison policies and procedures
-Experience in event planning

Full Time: 100%

A majority of the work will be conducted onsite, in-person. Workplace flexibility, including remote work or offsite work, is offered to all employees pending their schedules and performance.

Ongoing/Renewable

Minimum $50,000 ANNUAL (12 months)
Depending on Qualifications
Actual pay is determined at hire and is based on experience and qualifications.

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/fasl.pdf.

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.

Please click on the "Apply Now" button to start the application process. Applicants will be asked to upload a resume and cover letter. Your application materials should directly address your experience with the required qualifications. PDF documents preferred but not required.

If selected for a finalist interview, applicants will be asked to supply 3 references, including a current or most recent supervisor (if not currently employed). No references will be contacted without advance notice.

Emma Voight
emma.sippel@wisc.edu
608-262-8152
Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Academic Program Specialist(AE010)

A37-DIV FOR TEACHING AND LEARNING/OACS

Academic Staff-Renewable

312365-AS