Production and Logistics Coordinator

In achievement and prestige, the University of Wisconsin–Madison has long been recognized as one of America's great universities. A public, land-grant institution, UW–Madison offers a complete spectrum of liberal arts studies, professional programs and student activities. Spanning 936 acres along the southern shore of Lake Mendota, the campus is located in the city of Madison.

- Apply a strategic approach to leveraging events as promotion and public relations activities, improving the image of the OVPCDO/DDEEA, maximizing awareness of its programs and services, and meeting its goals of engaging campus and community audiences. - Provide advice and direction for a wide variety of internal and external events including receptions, conferences, meetings, seminars, workshops, and other activities in close consultation with the VPCDO and other division leadership using event planning best practices and marketing strategies. - Provide artistic and logistical direction, production scheduling, and oversight of OVPCDO/DDEEA, campus-wide, and unit-specific events. - Serve as consultative resource for divisional units regarding program planning and production. - Serve as lead event planner for high-profile outreach activities, including for example Multicultural Theatre Festival and Reception, Annual Diversity Forum, Inclusive Excellence Winter Symposium, Outstanding Women of Color Awards Reception, Faculty of Color Reception, Mixing Mingling Mixer (with 100 Black Men), Diversity Leaders Reception at the World Music Festival, Inclusive Excellence End of Year Reception, annual PEOPLE RISE event, DDEEA graduation celebration, National Diversity Council Women in Leadership Symposium. - Plan and produce OVPCDO/DDEEA professional development events, such as the annual division-wide retreat. - Plan and produce other OVPCDO events as these arise, e.g. the EDC/MDC reception and ethnic studies town hall. - Serve as divisional expert regarding event planning, including venues, appropriate guest speakers, trainers, and artists, as well as scheduling, promotion, and other logistics. - Book featured artists, speakers and trainers; organize travel, as needed. Recruit and manage organizing committees and other volunteers. - Oversee editorial direction, design, production and distribution of promotional materials for events. - Prepare, rehearse and deploy OVPCDO/DDEEA staff and students--those who will be on stage and those who will provide off-stage support. - Track and analyze data for continuous improvement of outreach and programming events. - Work closely with the VPCDO and staff in the central office to conceptualize and execute a master planning process and structure for all OVPCDO/DDEEA externally focused activities. - Schedule and supervise set-up, tear-down and overall management of events. - Serve as lead on-site contact and support for the OVPCDO prior to and during large events as needed and/or scheduled. - Develop, maintain and administer budgets for reservations and event services. - Negotiate and execute appropriate contracts and facility use agreements. - Ensure prompt submission and approval of all necessary documentation, and ensure payment. - Track spending per event. Ensure compliance with university procedures and policies related to purchasing and budgetary needs as well as State of Wisconsin fiscal guidelines. - Manage project development, scheduling and rehearsals, live and video/film production, contracting, and other activities related to Theater for Cultural and Social Awareness (TCSA), an interdisciplinary service-learning and outreach collaboration between the DDEEA and the Department of Theater & Drama. - Provide a safe environment for undergraduate and graduate students, staff, and audiences to explore systemic and institutional barriers to social justice while cultivating analytical and facilitative skills necessary for healthy, nuanced conversations. Ensure all technical aspects of production are completed in a safe and timely manner. - Work with the Research & Program Associate and designated senior leadership to coordinate programming for the VPCDO-LINE Internships and ensure the interns an excellent learning experience through well-designed work assignments, schedules, and logistics support. Engage students in planning, publicity, performance, and on-site support. - Coach these activities as opportunities to develop valuable professional skills. - Promote the TCSA theatre experience as one of the most effective ways to inspire values of inclusive excellence and experiential learning in community-centered, educational or workplace settings. - Enhance the image and brand of the OVPCDO/DDEEA. - Work with the Senior University Relations Specialist to develop and distribute event marketing information (press releases, posters, programs, brochures, displays, etc.). - Coordinate and organize student interns and student hourly staff within DDEEA to help develop for each program and unit a comprehensive social media strategy and presence that is consistent and continuing, with well-crafted messaging on behalf of the VPCDO. - Create and maintain the DDEEA Communications Portal, which will serve to aggregate calendars and schedules of programs within the division. - Provide staff support for VPCDO activities with shared governance groups, including service on shared governance committees, as appropriate. - Liaise with LCICE, including the possibility of facilitating a learning community. - Serve as central office liaison/designee to such committees as the Women in Leadership - National Diversity Council. - Complete other duties as assigned.

- Minimum five years of experience managing events and coordinating communications in an appropriate professional setting. - Flexible work hours, including evenings and weekends, as necessary. - Experience as a project or stage manager with professional management experience for arts organizations or theater; experience with video production; skills and experience in digital media and/or web design; thorough understanding of performing arts. - Experience working with students from a spectrum of cultural, economic, linguistic, geographical and ethnic backgrounds. - Knowledge of programs and resources on the UW-Madison campus. Knowledge of campus diversity, equity and inclusion issues. - Excellence in communicating with diverse individuals and groups. - Highly developed organizational skills.