Coordinator of Scheduling & Events

The University of Wisconsin-Madison is a world-renowned public research university known for its commitment to academic excellence, public service, and community engagement. As a leading institution within the University of Wisconsin System, UW-Madison fosters a diverse, inclusive, and dynamic environment where students, faculty, and staff collaborate to promote innovation, learning, and wellbeing. The university offers a multitude of programs and services designed to support the holistic development of its campus community and maintain its status as a premier educational institution.

Within this vibrant academic community, Recreation & Wellbeing (Rec Well) plays a vital role by providing students with access to recreational facilities, programs, and services focused on promoting physical health, mental wellness, and social engagement. Recognized as one of the top collegiate recreation departments in the nation, Rec Well serves approximately 3,500 students daily during the academic year through a diverse portfolio of indoor and outdoor spaces.

The Coordinator of Scheduling & Events at UW-Madison’s Recreation & Wellbeing department is a detail-oriented, innovative, and energetic professional dedicated to ensuring the smooth operation and success of a wide range of student-focused events and activities. Reporting to the Assistant Director of Scheduling & Events, this role is essential in facilitating effective facility scheduling, student mentorship, event operations, and exceptional customer service. The position is a key liaison between student employees, Sport Clubs, Registered Student Organizations (RSOs), and campus partners, helping students utilize Rec Well’s resources to plan and execute recreational, educational, and wellbeing events.

The Coordinator manages thousands of practices, competitions, meetings, programs, and events annually, supporting around 50 Sport Clubs and more than 500 RSOs. This requires strong organizational skills, the ability to manage multiple priorities simultaneously, and a collaborative approach to working with diverse stakeholders including Risk Management, Office of Student Organizations, Leadership & Involvement, and University Health Services. The role contributes to ongoing process improvements, documentation development, budget oversight, and operational policies that enhance Rec Well’s scheduling and events functions.

A significant component of the role is supervising and mentoring student employees. The Coordinator is responsible for recruiting, training, scheduling, coaching, and supporting student staff, fostering a positive and engaging work environment that promotes student growth, development, and success. Direct involvement in event preparation and execution alongside student event staff is expected, ensuring high standards and positive experiences during all activities.

This position offers a competitive salary ranging from $57,795 to $62,000, coupled with a comprehensive benefits package including paid time off, health, dental, vision, and life insurance, tax-advantaged savings accounts, and participation in the Wisconsin Retirement System pension fund. Regular working hours are generally from 8:00 a.m. to 4:30 p.m., with occasional evenings and weekends required to support programming needs. Remote work options are available up to the equivalent of one workday per week.

Ideal candidates will demonstrate experience in coordinating multiple events or projects simultaneously while maintaining accuracy and attention to detail, excellent communication and customer service skills, and a proven ability to work collaboratively with students and various stakeholders. Proficiency with software such as Microsoft Office Suite, event management, scheduling, or project tracking tools is essential. Preferred qualifications include two years of professional experience in event management, hospitality, or related fields, along with experience in supervising or mentoring student employees.

The Coordinator of Scheduling & Events role at UW-Madison is an exciting opportunity for an organized, proactive, and student-centered professional to contribute to the success and wellbeing of one of the nation's leading collegiate recreation programs, supporting the vibrant campus life and fostering community engagement.