Monona Terrace Event Coordinator - Madison, United States - City of Madison, WI

Description

Salary : $58,803.94 Annually

Location : Madison, WI

Job Type: PERMANENT FULL TIME

Job Number:

Department: Monona Terrace Community and Convention Center

Opening Date: 05/02/2024

Closing Date: 5/23/2024 11:59 PM Central

Comp. Group/Range: 20/13

General Description

Monona Terrace is looking for an Event Coordinator This is responsible administrative, customer service, and team leadership work involving the planning, organization, and coordination of services and activities for events held at Monona Terrace Community and Convention Center. The work includes planning, coordinating, and overseeing all activities and customer contacts relating to assigned events, prior to, during, and following the event. The work involves leading the coordination of services and equipment to be provided by Monona Terrace staff members as well as outside event suppliers. The work is assigned by and performed under the direct supervision of the Monona Terrace Event Services Manager and involves providing team leadership and training, giving great attention to detail, coordinating multiple tasks at one time, collaborating with other work units within and outside the Convention Center, and maintaining high standards of customer satisfaction.

The work requires the use of event management software and CAD (computer-aided drafting) software. The employee will be expected to work an irregular work schedule, which could include evenings, weekends, and holidays. Hours worked beyond 38.75/week are eligible for overtime compensation.

The Monona Terrace Community and Convention Center is a place where nearly a half a million people gather each year to share, learn, grow, plan, design, and connect with one another. From formal events like conventions and conferences to public events like Dane Dances, Monona Terrace has wide geographical draw attracting local, regional, state, and international events each year. This Frank Lloyd Wright-designed building is a treasured community asset that has far reaching economic, business and quality of life impacts. This facility is located in the heart of Madison's vibrant downtown on the shore of Lake Monona, two blocks from the State Capitol. Its spectacular multi-level structure features public promenades, meeting rooms with striking lake views, and the attached Hilton Madison Monona Terrace. In addition to 85,000 square feet of interior function space, gracing the rooftop are 68,000 square feet of gardens. Meeting/exhibition space includes a 40,000 square foot exhibit hall, a 14,000 square foot ballroom, 315 seat lecture hall and 20 additional meeting rooms totaling 28,000 square feet.

Employees may be eligible for loan forgiveness through the.

The City of Madison is an equal opportunity employer functioning under an affirmative action plan. We value diversity, equity, inclusion, and belonging. Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply

Examples of Duties and Responsibilities

Plan, coordinate and oversee all phases of assigned events to include advance planning, client meetings, day-of-event oversight and post event evaluation.

• Serve as the lead client contact for assigned events. Establish and maintain positive client relationships. Maintain a courteous, cooperative and professional manner in all interactions with clients, co-workers, suppliers and the public.
• Schedule and participate in calls and meetings with clients as needed to determine event needs.
• Determine client needs and establish a plan for meeting those needs.
• Coordinate services and equipment requirements for assigned events and communicate necessary event information to other convention center and catering staff in a timely manner.
• Evaluate requests for changes or added services prior to and during the event and determine how they can be accomplished.
• Oversee and monitor events while they are in-house.
• Provide feedback to Event Services Manager regarding events and report any problems or situations that occur. Enter important event related occurrences in the event management software activities section.

Prepare event related paperwork by entering information in event software in a concise, timely, professional and accurate manner.

• Create event orders using event management software and create room diagrams using AutoCAD Lite or current diagraming software.
• Revise event orders and room diagrams as needed when changes are received from clients.
• Send activity notes in event management software notifying co-workers of event changes.
• Document appropriate event communication and occurrences in the event software activities section.

Coordinate and communicate event equipment and service needs with clients, Monona Terrace staff, catering staff and outside suppliers.

• Send event order and room diagrams to clients for review and signature.
• Schedule internal meetings as needed with Monona Terrace staff to determine how to best meet client requirements for their events.
• Attend weekly Operations Meeting to review upcoming events with key Monona Terrace and catering staff. Ensure staff has a clear understanding of what is required of them to achieve successful events for our clients.
• Attend Event Services department meetings and individual meetings with Event Services Manager as scheduled.
• Schedule pre-convention and post-convention meetings for larger events when appropriate.
• Respond to client, staff and outside supplier phone calls and emails in a timely and professional manner.

Conduct tours of the facility for clients and prospective clients. Assist Monona Terrace Sales staff and Destination Madison staff with logistical questions about prospective business.

Perform related work as assigned.

Minimum Qualifications

• Six (6) months of experience coordinating events such as conventions, conferences, consumer shows and banquets.

-OR-

• Possession of an Associate or higher degree in business, hotel management, public administration, or other related degree may be substituted for the experience requirement.

If an applicant does not possess the specific requirements outlined above, HR will review the application materials to determine if the applicant possesses the following equivalent experience:

Two (2) years of experience in applying the following:

• Activities and services necessary to put on conventions, conferences, consumer shows, banquets and meetings.

Familiarity with the following:

• Hospitality industry with a key emphasis on customer service.
• Tools, equipment and services applicable to the convention and meeting service industry.
• Team leadership principles and practices

The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.

For a complete list of Knowledge, Skills and Abilities, please visit the Monona Terrace Event Coordinator

Special Requirements

Ability to meet the transportation needs of the position.

Physical Requirements:

Ability to lift, reach, bend, sit and/or stand for long hours and walk continuously for long periods of time. Employees may also be required to lift up to 20 pounds on occasion.

The City of Madison offers excellent pay and benefits for employees. City Ordinances, handbooks, and labor contracts provide specifics; the description here is not to be considered a binding statement but offers an informal summary.

Compensation

The City of Madison strives to pay competitive wages. View the current for pay for all classifications. Employees receive increases based on tenure with the City.

Benefits

The City offers a competitive benefits package, including a generous leave package, a variety of insurance options, and non-traditional benefits such as optional pet insurance, a bus pass for all employees, and the possibility of flexible work schedules. A brief summary of benefits is listed below. Please visit our for more information.

Leave

Vacation is earned upon starting employment and can be used after completion of probation. The general vacation schedule is below.

0-3 years 10 work days of vacation
After 3 years 12-1/2 days
After 7 years 15 days
After 11 years 17-1/2 days
After 15 years 20 days
After 19 years 25 days
After 27 years 27 days

Employees earn 3.5 personal days in addition to vacation.

Employees receive eight official paid holidays (New Year's Day, Martin Luther King, Jr. Holiday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving, Christmas Day), as well as 3 paid leave days (the Friday after Thanksgiving, Christmas Eve, New Year's Eve).

Employees also earn 13 sick days annually that may accrue to a total of 150 days.

Retirement

The City of Madison participates in the Wisconsin Retirement System through the State of Wisconsin Department of Employee Trust Funds.

Insurance

The City of Madison offers a variety of optional insurance programs including:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Life Insurance
• Income Continuation Insurance (for short and long-term disability)
• Long Term Care Insurance

Other Benefits

The City offers numerous other benefits and programs for employees, including:

•457(b) deferred compensation plans

•Employee Assistance Program

•Bus Pass on Madison Metro

•Flexible Work Schedules

•Employer-paid Training

01

I understand that this position requires working irregular hours, including evenings and weekends, generally with minimal overtime necessary. Note that hours worked beyond 38.75/week are eligible for overtime compensation.

• Yes
• No

02

Please indicate your highest level of education from the choices provided:

• Bachelor's Degree or higher in business, hotel management, public administration or a closely related field
• Other Master's Degree or higher
• Other Bachelor's Degree or higher
• Associate's Degree in business, hotel management, public administration or a closely related field
• None of the above

03

How many years of experience do you have coordinating/planning events?

• Two (2) or more years
• Six (6) months to less than two (2) years
• Some, but less than six (6) months
• No experience

04

What is the largest event you have coordinated/planned?

• N/A
• 0-50 attendees
• 50-250 attendees
• attendees
• 1000+ attendees

05

Please select all software you have experience with:

• Event management software
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Google
• ProgeCAD
• AutoCAD
• Momentus (formerly USI)
• Zoom
• Microsoft Teams
• Other virtual meeting software
• Other hospitality related software
• N/A

06

If you indicated in your previous response that you have experience with other related software, please list that software.

07

How many years of experience do you have coordinating programs or events specifically for diverse, multicultural communities?

• Two (2) or more years
• Six (6) months to less than two (2) years
• Some, but less than six (6) months
• No experience

08

For which types of organizations have you worked? (Choose all that apply)

• Municipal Parks and Recreation agency
• Independent banquet or events facility
• Non-profit organization or community center
• Hotel
• Convention Center
• Museum
• Zoo
• Event planning company
• Other public assembly facility
• None of the above

09

If you indicated in your previous response that you have experience with other public assembly facility, please list that experience below.

Required Question