Events Support Specialist

University of Wisconsin-Madison

The mission of the Division of Enrollment Management (Offices of Admissions and Recruitment, Student Financial Aid, Registrar, and Integrated Student Information Systems) is to provide access to higher education and collaborate with campus partners to ensure student success. We are committed to the highest standard of service for our students, colleagues, visitors, and other customers. Staff will serve as role models by practicing exemplary, respectful and inclusive behaviors in all of our interactions.

Position Details

Events Support Specialist
Southwest Wisconsin
Madison, WI

This position will be responsible for administrative and other support of the Events Team in their logistical planning and execution of events for the office. This position reports to the Events Manager under the Associate Director of Undergraduate Communications and Marketing. The incumbent will join a team that represents the university to prospective freshman, transfer, and international students, with a goal of attracting, recruiting, admitting, and enrolling a talented and globally diverse student body. They will assist in the day-to-day work of event material organization and preparation, including name tags, programs, registration templates, swag bags. Duties will include benchmarking and researching of contacts for targeting invitation campaigns.UW-Madison is a major research university, nationally and internationally renowned.

The Office of Admissions and Recruitment recruits and admits all degree-seeking undergraduate students; our enrolling class is approximately 7,500+ freshmen and 1100+ transfer annually.


A. On-Off Campus Event Support (95%)

  1. Assist with the compliation of event materials, including guest lists, name badges, event programs, event handouts and materials, and campus and Madison information.
  2. Manage the event materials needs of the office and ensure those are ordered and stocked.
  3. Assist the Events, Technology, and Marketing and Communication teams in reviewing and approving copy for Visit Bucky registration system, websites, emails, social, and print.
  4. Conduct research and develop invitation lists for strategic outreach events.
  5. Assist in the development of the annual event calendar by recommending dates using research , benchmarking, and best higher education practices.
  6. Performing benchmark studies with peers to understand how our efforts may compare.
  7. Assist with researching details of admissions events including conferences, college fairs and on-campus events.
  8. Collaborate with the Events and Technology Team on Visit Bucky event registration system.

B. Participation in Unit and Divisional Diversity and Inclusion work (5%)

  1. The Division of Enrollment Management is committed to the highest standard of service for our students, colleagues, visitors, and other customers. Ths position will serve as a role model by practicing explarary, respectful and inclusive behaviors in all interactions. Participation in unit and divisional diversity and inclusion plans are mandatory for this position.


  • Bachelor's degree preferred.


  • Two years of professional experience or its equivalent in administrative support. 
  • Strong administrative, problem-solving and analytical skills.
  • Excellent oral and written communication skills.
  • One year of professional copyediting and proofing skills.
  • Capacity to thrive in a fast-paced organization.
  • Excellent organizational and project management skills.
  • Attention to detail is critical.
  • Ability to manage multiple, concurrent projects, and still meet strict deadlines.
  • Ability to work independently as well as function effectively on a team--exercising judgment, taking initiative, and seeking solutions to problems and improvements.
  • Excellent working knowledge of personal computers and software including spreadsheets, word processing, mail merge, databases, presentation software, internet applications, event registration systems, and e-mail systems.
  • Ability to use sound judgment and reasoning in managing conflict and resolving problems.
  • Capacity to use tact, courtesy and discretion in dealing with faculty, staff, students, high-level University officials, and the public.
  • Ability to maintain high integrity and high ethical standards.
  • Ability to work with diverse populations effectively and respectfully.
  • Ability to maintain confidentiality.
  • Ability to take direction.
  • Marketing and communications and/or events experience preferred.


This position may involve travel. A valid driver's license is required to operate a state vehicle. Incumbents must be able to operate a state vehicle or provide his/her own transportation.

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