Events Coordinator

Milwaukee School of Engineering (MSOE) invites applications for a part-time Events Coordinator to join our WMSE 91.7FM’s radio station team. The Events Coordinator is responsible for planning, delivering, and evaluating a high-quality annual calendar of events, launches and public relations functions to elevate WMSE 91.7FM’s profile in the community. The dynamic position involves collaboration with internal and external stakeholders, and responsiveness to the needs of WMSE’s members, community partners and MSOE. This diverse, hands-on role in a small and agile community powered radio requires energy, attention to detail. Successful individuals will collaborate with station management, development, sales, promotional, and volunteer roles within WMSE as well as other partners. The ideal candidate is a “people person” who enjoys meeting and interacting with diverse members of our community. A successful event coordinator embodies the spirit of WMSE and is an enthusiastic advocate for everything we represent.

• Serve as the dedicated lead for coordination of WMSE events, volunteer activities and special projects which includes independently planning and management of a variety of station and community events, events operations and logistics. 
• Provide onsite leadership to live events by making real-time, independent decisions, directing staff and volunteers, evaluating risks, and course-correcting when necessary to ensure event remains successful, on-budget, and mission-centered. 
• Make decisions related to event logistics in partnership with on and off-campus partners including catering, public safety, facilities/custodial, IT, rental vendors, musicians and staff. Keep inventory of equipment, DJ Gear, and other display materials for events. 
• Collaborate with WMSE staff to analyze and evaluate all volunteer needs for daily operations, ongoing and one-time events and partner with Campus departments to determine event goals and objectives and final event logistics. 
• Arrange meetings, organize, and communicate event details with the WMSE staff, volunteers, venues, sponsors, rentals companies, security, and other vendors, as well as internal and external partners. 
• Responsible for actively recruiting, training volunteers, and monitors required volunteer certification processes. Screen, interview, and select individuals to serve as volunteers and evaluate individual volunteer skill sets and match them to appropriate volunteer opportunities. 
• Create and update volunteer schedules and communicate schedules to the volunteers and staff and and ensure that staffing is at appropriate levels at all times. 
• Responsible for creating and maintaining volunteer handbook, all training materials, instructions, and guides for volunteer duties at WMSE and WMSE events and conducting training sessions. 
• Ensure quality service to ensure voluteer performance complies with WMSE and MSOE customer service standards, university values and follows the guidelines of the volunteer handbook.
• Collaborate with Marketing and Communications to maintain timely master web calendar content of campus events, coordinate communications and activities and create brand appropriate event collateral where appropriate. Leads the planning of volunteer appreciation events and monthly volunteer newsletter. 
• Work with the station manager and staff to determine the best outreach methodologies to communicate the opportunities for volunteers to generate the most appropriate response. Leveraging WMSE’s website, social media, email, other platforms, MSOE organization day/or open houses, and other promotional events, as mediums to market volunteer opportunities. 
• Work with staff to determine the best promotional strategies for events and assist in those efforts. 
• Maintain up-to-date contact information for all volunteers and track all volunteer hours using current volunteer database technologies to report weekly the contributions and value of volunteers. 
• Responsible for necessary office duties such as filing, record maintenance, and operating various office machines, which include computers and phones. 
• Act as a receptionist for WMSE at the front entrance as well as answering the phone. This person should be friendly and outgoing and able to think quickly to solve problems. 
• Use transparent and constructive communications to create an environment of trust where everyone feels welcomed and part of the station. 
• Make routine public appearances on behalf of WMSE. This will include weekend and evening commitments.

Qualifications:

• Bachelor's degree in arts management or music or an equivalent combination of education and experience; proven ability to recruit, inspire and organize volunteers; and excellent interpersonal skills
• Minimum of two years experience in volunteer coordination in the non-profit sector. 
• Excellent verbal and written communication skills. 
• Computer literate, proficient with both Microsoft and Google applications suites, willing to learn new skills. 
• Initiative and demonstrated organizational skills, including prioritization; strong interpersonal skills; and strong technical skills - must have the ability to manage and update contact databases. 
• Ability to perform tasks accurately under deadline pressure. 
• Possess a thorough knowledge of Milwaukee, including musicians, businesses, arts organizations, non-profits, neighborhoods, and people. 
• With many events occurring during non-traditional work hours and at off-site locations, it is critical that the Events Coordinator (and all employees) conduct themselves in a professional manner at all times. 
• Working familiarity with volunteer management software or similar database tools.

Language Skills

• Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. 
• Ability to write routine reports and correspondence. 
• Ability to speak effectively before others. 
• Ability to effectively communicate in both written and oral form.

Mathematical Skills:

• Ability to use numbers to solve problems involving concrete variables in standardized situations.

Reasoning Ability:

• Ability to apply commonsense understanding to carry out written or oral instructions.

Physical Demands:

• While performing the duties of this job the employee is largely sedentary, the ability to move is required. The employee is occasionally required to traverse within their work area as well as other areas on campus. 
• This position requires the ability to lift 30 lbs, a valid driver's license, and proof of insurance.

Work Environment:

• This job operates in a professional office environment. This role uses standard office equipment, including but not limited to computers, phones, photocopiers, and filing cabinets.