Coordinator of Event Volunteers

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Job Category:

University Staff

Employment Type:

Regular

Job Profile:

Event Coordinator

Job Summary:

PBS Wisconsin and Friends of PBS Wisconsin are seeking a collaborative and detail-oriented Coordinator of Event Volunteers to recruit, coordinate, train, and support volunteers for The Great Wisconsin Quilt Show, Garden & Green Living Expo, and Auction. These signature fundraising and community engagement events rely on hundreds of volunteers each year, and this position plays a key role in creating a positive volunteer experience while ensuring events run smoothly and successfully.

The Coordinator of Event Volunteers is part of the Audience and Marketing Department and reports to the Events Manager. This position serves as the primary lead for volunteer engagement across assigned events, including volunteer recruitment, training, scheduling, communication, and recognition. While the position does not directly supervise employees, it provides leadership and guidance to hundreds of event volunteers. The position also supports other station events throughout the year and may serve as the lead coordinator for donor station tour experiences.

This position offers flexibility between 0.75 FTE (30 hours a week) and 1.00 FTE (40 hours a week). The final appointment percentage will be determined in collaboration between the selected candidate and the supervisor, taking into consideration departmental needs and the candidate’s preferences and availability. Duties and responsibilities will be tailored to align with the selected candidate's appointment level.

Expected start date is January 4, 2027, however, a start date will be decided once a candidate is selected and a date is agreed upon. This position is Ongoing/Renewable. ​

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Work hours are typically 8:30am-5:00pm CT, and some evenings and/or weekends for events. Headquarters location is Madison, WI. This position experiences its highest workload during August and September in support of volunteer recruitment for The Great Wisconsin Quilt Show.

This position works at Vilas Communication Hall on the UW-Madison campus with the option of working partially remote in a hybrid schedule. Some work may be performed remotely, at an offsite, non-campus work location. The final schedule can be discussed in the offer stage, but fully remote candidates will not be accepted.

Remote work requires an approved flexible work arrangement (FWA). A FWA requires successful candidates to possess their own high-speed internet and phone to perform the work on a university provided computer. Per University policy, transportation between home and assigned work location is not payable/reimbursable and will be at the expense of the employee.

Additionally, this position must be able to occasionally lift and carry event materials and equipment, including boxes of merchandise, printed materials, tables, chairs, and easels, and remain mobile throughout event venues during extended, multi-day events.

It is expected that employees will make individual arrangements for transportation adequate to meet position responsibilities and essential job functions. Information about UW-Madison Driver Authorization can be found at: https://businessservices.wisc.edu/managing-risk/driver-authorization-and-insurance/driver-authorization/ .

Key Job Responsibilities:

Recruit, Coordinate, train and motivate volunteer corps

Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues

Assists with planning and the creation of promotional materials and resources for events

Monitors and processes event related transactions and event data and records

Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates

Greets customers/guests, assists with registration, answers questions, and refers complex issues to appropriate entities

Department:

Wisconsin Public Media, PBS Wisconsin, Events Team

The Coordinator of Event Volunteers is part of the Engagement & Events unit within the Audience and Marketing Department. Audience and Marketing leads strategies that grow awareness, engagement, and support for PBS Wisconsin across communities throughout the state. The Engagement & Events unit connects audiences with PBS Wisconsin and WPR through events, volunteer opportunities, and community partnerships that foster meaningful engagement, build lasting relationships, and support the organization's mission and long-term growth.

PBS Wisconsin and Wisconsin Public Radio are part of Wisconsin Public Media. The person in this position will be required to comply with the Wisconsin Public Media Code of Ethics https://wpm.wisc.edu/policies/ , in addition to the UW-Madison code of ethics.

Compensation:

This is an hourly position with an anticipated pay range of $25.00 to $26.50 per hour. The equivalent annualized salary range is approximately $52,000 to $55,000 for a full-time (1.0 FTE, 40 hours per week) appointment. This position may be filled between 0.75 and 1.0 FTE, with compensation prorated based on the selected candidate's appointment percentage.

Actual pay will depend 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 .

Required Qualifications:

• •Experience overseeing or providing leadership support to staff and/or volunteers.
• •Experience scheduling and organizing complex logistics with attention to detail.
• •Experience providing customer service and support.
• •Strong verbal communication with stakeholders, community members, and colleagues in many different areas.

Preferred Qualifications:

• •Experience with project management tools and database applications.
• •Experience in the development and delivery of marketing and communication materials.
• •Experience updating and maintaining web pages.

Education:

Associate's degree or bachelor's degree preferred; equivalent professional experience will also be considered.

How to Apply:

Click the "Apply" button to start the application process. Please note, there is only one attachment field. You must upload all of your documents in the attachment field, either as one combined document, or separate documents.

The following must be received for your application to be complete. Failure to submit the required documents will result in no longer being considered for the position:

1) A cover letter referring to your related work experience,

2) A resume detailing your educational and professional background,

Failure to follow these application instructions will result in applications receiving less competitive consideration.

We are eager to learn more about how your experience may align with this position. Please submit a cover letter referring to your related work experience and a resume detailing your educational and professional background. Please keep in mind your cover letter and/or resume should address your experience and how it relates to the position qualifications. The application reviews will be relying on written application materials to determine who may advance to the first round interviews.

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 spon