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Position: Event Coordinator

FTE: 50-100%

The Academy seeks an experienced event coordinator who will design and project-manage most Wisconsin Academy events, including face-to-face (FTF), virtual, and hybrid events. This individual will be an integral member of our team, working across Academy programs with program directors and other key staff. The staff position is based at our offices at 1922 University Ave, in Madison, WI, and the James Watrous Gallery at Overture Center for the Arts. Remote working is an option during the pandemic. When the James Watrous Gallery re-opens to the public, this individual will work from the gallery’s front desk at least twice weekly. Depending on skill sets, applicant interest, and grant income, we are seeking to fill a position between 50% and 100% FTE.

General Duties: Responsible for working with program directors to plan and execute both public and invited-leadership events. Responsibilities would span from initial workplan and budget through logistics, promotion, evaluation and organizational learning and development from our events programming. Primary assignments will be for the Climate & Energy Initiative and the James Watrous Gallery, but there will be assignments for other Academy events as well. Examples of these events include:

Climate and Energy: Leadership Summits (for example: local government and community leaders events for 75-100 participants; large public conferences for 300 participants; and workshops for 40-50 participants), our virtual lunch seminar series, public briefings, and other events.

James Watrous Gallery: Opening receptions, gallery talks, small catered gatherings, off-site workshops and demonstrations, lectures and panel discussions, Greater Wisconsin partner events.

Other Events: Biennial Fellows Induction event and reception, annual poetry and fiction contest reading event, and the annual holiday open house.

Reports to: The Director of the James Watrous Gallery and will also have major assignments from the Director of Environmental Initiatives.


Specific tasks for this position include but are not limited to:

Event Planning and Management

  • Write and track event work plans and “road maps” for event execution in coordination with the program directors to ensure that individual program and cross-programmatic goals are met.
  • Write and track event-specific budgets in coordination with the relevant program director and within the constraints of the overall program budget.
  • Meet with program, marketing/communications, development, and webmaster staff to regularly align shared goals, coordinate activities, and check-in on progress toward event objectives, benchmarks, and deliverables.
  • Establish and maintain a digital event planning board/list/calendar in a project management system to coordinate tasks and ensure deadlines are met.
  • Anticipate and schedule sufficient lead-time when planning to pursue sponsorship opportunities in coordination with program directors and the director of development.
  • Assist program directors and partners to determine themes, concepts, audiences, and projected outcomes for events to align with grant or other program deliverables and other organizational goals, including advancing diversity, equity and inclusion and advancing new audience development for the organization.
  • Collaborate with the director of development on sponsorship and partnership goals.
  • Anticipate and address potential problem areas for the event to provide a high-quality experience for our contributors and participants.
  • Design and execute a system of evaluation to capture participant feedback and organize this data for future program design and the annual report.

Event Logistics

  • Oversee, in coordination with program managers, the event logistics from budgeting, format (FTF, virtual or hybrid), venue, vendor services, registration, technical services, participant and speaker experience and evaluation.
  • Recruit speakers for events as directed by program directors. Ensure compliance with a focus on diversity in ideology, gender identity, geography, race, discipline, sexual orientation, religion, age, and more as appropriate for the topic at hand.

Promotion, Marketing and Communications

  • Coordinate promotion and marketing of events with the communications director and the relevant program directors.

Post-event Continuity

  • Identify opportunities to capture and tell the story of findings, learnings, and new connections after events.
  • Work with the program director and community relations coordinator to ensure there is follow-up with participants and speakers, and identify ways to invite their further participation in the Academy.
  • Identify ways to engage event audiences in future Academy offerings.

Minimum requirements

  • Experience executing large and small conferences, lectures, ceremonies, receptions, and/or social events.
  • Ability to map and block event decisions, actions.
  • Experience in managing an event budget and working in teams with other employees.
  • Ability to manage several projects simultaneously, adapt, and collaborate.
  • Experience with relevant software: Microsoft Office Suite including Excel. Event/project management software experience is strongly desired.
  • Fearless ability to learn new virtual meeting technologies and teach new skills to colleagues.
  • Availability for occasional weekend and evening events.

Other desirable skill sets/background

  • Experience working for a nonprofit organization.
  • Familiarity with arts and/or environmental topics.
  • Experience or interest in working across fields and disciplines.


$16.50-$18.00/hour depending on skill sets, experience, and program revenue

Employees at 50% FTE or higher are eligible for our health insurance package and other benefits on a prorated basis.

To Apply:

Please E-mail a cover letter and resume to on or before May 5, 2021, for best consideration. Phone inquiries are not encouraged.

About the Wisconsin Academy of Sciences, Arts & Letters

The Wisconsin Academy is an independent nonprofit organization for people who are curious about our world and proud of Wisconsin ideas. We work to create a better world by connecting Wisconsin people and ideas. Learn more at

The Wisconsin Academy is an equal opportunity employer. We celebrate diversity and are committed to creating a welcoming environment for all employees. We provide equal employment opportunities to all employees and applicants for employment and do not discriminate on the basis of race, religion, sex, gender identity, sexual orientation, age, disability status, national origin, veteran status, or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and organizational need.


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    Wisconsin Academy Administrative Offices and Steenbock Gallery

    1922 University Avenue
    Madison, Wisconsin 53726
    Phone: 608.733.6633


    James Watrous Gallery of the Wisconsin Academy of Sciences, Arts & Letters
    3rd Floor, Overture Center for the Arts
    201 State Street
    Madison, WI 53703
    Phone: 608.733.6633 x25