Specialist, College Events (Full-time)

Milwaukee Area Technical College

$52,248.00 - $65,304.00 Annually

medical insurance, dental insurance, life insurance, vision insurance, flexible benefit account, vacation time, paid holidays, sick time, tuition reimbursement, 403(b), retirement plan, pension

United States, Wisconsin, Milwaukee

Jun 16, 2025

Description

Milwaukee Area Technical College (MATC) is Wisconsin's largest and most diverse technical college, offering 170+ high-quality programs that connect students to a career in as little as one to two years. The college also offers a less expensive path to a four-year degree. MATC is transforming lives, industry and our community by preparing students today for the careers of tomorrow. Together, we are meeting the needs of the community we share and are focused on students with the greatest needs. We are seeking passionate individuals to join our team who shares the same passion in serving this purpose. Learn more about MATC at www.matc.edu.

One (1) full-time vacancy at our Milwaukee Campus, year-round.

Under the supervision of the Coordinator, College Events, the Specialist, College Events, efficiently and effectively manages a high volume of large room reservation requests and the provision of basic event support specifically for events taking place at the Downtown Milwaukee Campus. This role serves as a brand ambassador for MATC with an emphasis on viewing things from a marketing perspective and serving as the primary point of contact for internal and external stakeholders seeking to reserve large event spaces and request fundamental event resources at the downtown location. This role involves utilizing established templates to draft rental contracts and cost estimates for external groups renting space on the Downtown Milwaukee Campus.

This role requires a strong understanding of event management principles, excellent organizational and communication skills, and the ability to work collaboratively with various departments and stakeholders to ensure successful event outcomes. Work is generally varied using established procedures requiring judgment and the making of minor decisions. Supervision received is general in nature where standard practices enables employees to perform independently referring to unusual situations to the supervisor for a decision or advice.

Characteristic Duties and Responsibilities

Reservation Management: Serves as the central point of contact for all large room reservation requests at the Downtown Milwaukee Campus. Manages communications via phone, email, and the online reservation system. Reviews event submissions for potential scheduling conflicts and ensures alignment with institutional policies and priorities. Processes and tracks a high volume of requests using the college's event management software and ensures efficient scheduling, accuracy and compliance.

Event Logistics Coordination:Facilitates basic event support services, including room setups (tables, chairs), standard audio-visual equipment (projectors, screens), and directional signage. Works closely with internal departments such as Facilities, IT, Public Safety, and academic units to ensure all event needs are met and logistics are executed smoothly.

Rental Contract Management:Assists external organizations seeking to rent campus space, draft rental contracts and generate cost estimates using established templates. Communicates reservation confirmations or denials and provides detailed guidance on relevant college procedures and expectations for use of space.

Campus Support and Process Improvement:Contributes to the planning and execution of larger, college-wide events on the Downtown Milwaukee Campus. Stays informed about college activities to proactively identify and resolve scheduling conflicts. Assists in the development and maintenance of college policies and procedures and recommends improvements to the reservation and event process to enhance efficiency and user satisfaction. Provides support to staff, visitors, and potential clients regarding event-related questions and procedures.

Collaborative Teamwork: Establishes, maintains, and enhances positive work relationships with staff, faculty, administrators, and external agencies including auditors and regulatory agencies.

Ethics and Confidentiality:Practices honesty by demonstrating a consistent and uncompromising adherence to strong moral and ethical principles, values, truthfulness and accuracy in all actions. Addresses all student and employee behavior in a confidential and respectful manner.

Continuous Learning & Professional Development: Maintains current knowledge of best practices and standards in higher education with an emphasis on community Colleges. Actively organizes and/or participates in applicable workgroups, trainings, workshops, seminars, committees and professional associations or conferences to promote continuous learning.

Other duties: Performs other related duties within the scope of the position as required for the efficient operation of the division and to support institutional objectives.

KNOWLEDGE, SKILLS, & ABILITIES

Knowledge of event planning principles, practices, and logistics.
Experience working with contracts and generating cost estimates, preferably in an event or rental setting.
Ability to work occasional evenings or weekends as needed to support events on the Downtown Milwaukee Campus.
Excellent organizational skills and attention to detail.
Exceptional customer service skills and a proactive approach to problem-solving.
Proficient with Google Suite and other scheduling and calendar software.
Ability to quickly learn new systems and processes.
Ability to work with numbers and forms, including accurate data entry skills.
Able to deal with interruptions and work in a fast-paced office environment.
Maintain a high level of confidentiality.
Consistently provide a high level of service to students and members of the community.
Strong written communication skills; ability to write clear, structured, articulate communications.
Excellent organizational skills with an ability to prioritize and manage multiple tasks and a variety of demands.
Strong self-motivation and ability to work both independently and as a team member.

Demonstrated ability to work effectively with people of diverse backgrounds and promote a positive working environment.

COMPETENCIES

Customer focus
Action oriented
Values differences
Self-development

Compassion
Cultivates innovation
Optimizes work processes
Ensures accountability

Collaborates
Interpersonal savvy
Communicates effectively
Instills trust

Qualifications

Compliance with all state, federal, and accreditation standards/requirements, as well as all MATC policies and procedures.

Required Education & Experience: Associate's degree in Hospitality, Communications, Marketing, or a related field. Two (2) years of work experience in event support, room scheduling, administrative support, or a related customer service role, with experience managing logistics for larger events; or any equivalent combination of training and experience which provides the necessary knowledge, skills, and abilities.

Preferred Education & Experience: Bachelor's degree in related field. Three (3) years of experience in related activities.

Required Licensure/Certification: None

Preferred Licensure/Certification: Project management or event management certificate.

Supplemental Information

Start Date: This position supports the College Advancement Department and is available to start immediately.

Hours: 40 hours weekly, in-person, primarily based out of the Downtown Campus. Work is conducted during scheduled course hours, Monday - Friday. Hours vary based on departmental needs. Employees will conduct all work hours in the State of Wisconsin, performing work outside the state is strictly prohibited.

Salary: Salary is determined by years of experience credit and internal salary equity. Salary determination will be only based on years of credited experience that is listed on the job application, please include complete work history.

Interviews: Selected qualified candidates will be invited to virtually interview for this position on a date to be determined.

EEOC: Milwaukee Area Technical College will not discriminate against any employee, applicant for employment, student, or applicant for admission on the basis of race, color, national origin, ancestry, sex, sexual orientation, creed, religion, political affiliation, marital status, parental status, pregnancy, disability, age, membership in any reserve component of the armed forces, union affiliation, arrest and conviction record, or any other protected category under applicable local, state or federal law. Milwaukee Area Technical College is an Equal Opportunity/Access Educator/Employer. Reasonable accommodations will be provided for qualified individuals with disabilities. If you have a disability and need special accommodation for the application process, please contact our office at 414-297-6529 (Wisconsin Relay System: 711) or email jobs@matc.edu.