Programs Division Specialist

POSITION SUMMARY:
The Wisconsin State Fair Park (WSFP) is seeking an enthusiastic, detail-oriented, and dedicated candidate to work as the Programs Division Specialist. The ideal candidate will have at least five years of work in an administrative capacity or setting. Under the general supervision of the Wisconsin State Fair Park (WSFP) Chief Programs Officer (CPO), the Programs Divisions Specialist provides necessary administrative and project support work primarily to the Programs Division. The Division includes the Vendor Services, Entertainment, Competitive Exhibits, SpinCity and Agriculture departments which create the programming for the annual Wisconsin State Fair, INDYCAR Race, and Harvest Fair. With such a large division and scope or work, this role will assist in informational organization, calendar management, administrative support, research, and communication management for all areas and Directors of the Division including the CPO. This role is intended to create cohesiveness and efficiencies within the Division.

EMPLOYMENT TYPE:
This position is an unclassified, Dual-Limited Term Employment (LTE) position within the State of Wisconsin employment system, working an average of 40 hours per week throughout the calendar year. Annual hours worked will not exceed 2,078.

COMPENSATION & BENEFITS:
The starting wage for this role will be based on qualifications. A comprehensive fringe benefits package, including health and dental insurance, life insurance, and disability insurance is available after a minimum employment period is met. Paid time off for vacation, holidays, etc. is not included as part of the benefits package :per State of Wisconsin Legislature, s. 230.26(4), Wis. Stats.

WHO CAN APPLY:
This position is open to all qualified State of Wisconsin residents who meet the outlined criteria.

ESSENTIAL FUNCTIONS:
Administrative Support to the Programs Division :

• Perform general clerical duties, including answering phones, responding to emails, and managing correspondences for the CPO
• Schedule and coordinate meetings, appointments, and travel arrangements for all division
• Maintain and organize physical and digital filing systems for records, reports, and documents that CPO manages
• Serve as a point of contact for internal and external stakeholders attempting to communicate with the CPO
• Draft, proofread, and edit documents, presentations, and reports when requested
• Distribute division communications and memos promptly
• Manage office supplies inventory and place orders as needed and code to appropriate departments
• Coordinate with vendors and service providers for office needs
• Compile, organize, and analyze data for reports and projects related to alcohol licensing and service, ground leases, board meeting documents, century farms, etc.
• Enter and maintain accurate information in databases and event software
• Generate periodic and ad-hoc reports for management
• Assist in organizing events, meetings, and training sessions
• Prepare agendas, materials, and follow-up documentation for events
• Coordinate logistics such as catering, venue setup, and participant attendance
• Process invoices, expense reports, and reimbursements for staff travel, judging, or any other program
• Assist in tracking division budgets and expenditures
• Identify opportunities for streamlining office procedures and suggest improvements
• Resolve administrative issues and provide proactive solutions
• Handle sensitive information with discretion and professionalism
• Ensure compliance with company policies, procedures, and regulatory requirements

Project Work :

• Assist in defining project scope, goals, and deliverables
• Create and maintain project schedules and timelines
• Coordinate internal resources and team members for project execution
• Facilitate communication between teams, departments, and management when needed
• Assist in preparing and distribute regular project updates, reports, and meeting minutes
• Address inquiries and resolve conflicts within the project team
• Maintain detailed records of project activities, decisions, and deliverables
• Monitor and address project issues, escalating when necessary
• Track changes to the project scope and document their impact on timeline and resources
• Conduct post-project evaluations to identify areas for improvement
• Manage project-related documentation and files
• Assist in tracking budgets, expenditures to ensure financial accountability
• Use event management software (e.g. Momentus) where necessary
• Provide training or technical support for team members on relevant tools
• Maintain positive relationships with stakeholders to ensure alignment on objectives
• Other tasks and duties as assigned by the CPO

QUALIFICATIONS:

• A minimum of five years of administrative experience
• Effective oral and written communication skills
• Ability to establish and maintain effective working relationships with managers, supervisors, staff, other agencies, and external contacts
• Effective problem-solving and analytical skills
• Strong attention to detail
• Effective planning and organization skills with ability to prioritize while remaining flexible to changes
• Ability to maintain confidentiality of sensitive information related to personnel and employment issues and/or concerns
• Considerable experience using computers and Microsoft software such as Word, Excel, Power Point, and
• Outlook, and ability to adapt to changes in technology
• Momentus, or similar event software experience, preferred

SPECIAL NOTES:
The candidate must be able to work all 11 days of the annual Wisconsin State Fair. Prior to appointment to this position, the candidate will be subject to a comprehensive criminal background check.

TO APPLY :
Please submit your resume and cover letter by following the applicable instructions online. Application materials must be received by Tuesday, January 28, 2025. The most qualified applicants will be invited to interview.

COMPANY DESCRIPTION:
Wisconsin State Fair Park is a year-round entertainment venue, hosting activities, events, meetings and more throughout the four seasons. Home to the Exposition Center, Tommy G. Thompson Youth Center, the Milwaukee Mile Speedway, WI Products Pavilion, and many other facilities, hundreds of events are held at the Fair Park each year. Perhaps the most notable and certainly the signature event, the Wisconsin State Fair, welcomes more than one million Fairgoers over 11 summer days. Visit wistatefair.com for more information.

Wisconsin State Fair Park’s central location within the largest metro area in Wisconsin makes it a desirable place to work, live, and play. As a world-class city, Milwaukee and the Greater Milwaukee Area are full of opportunities galore for living, working, and playing. Visit discovermilwaukee.com for more information.

All Limited Term and Seasonal Employment Positions, including those for the annual Wisconsin State Fair, require Wisconsin Residency:, as defined in § 6.10(1), at the time of application and throughout employment with Wisconsin State Fair Park.

Wisconsin State Fair Park is an Equal Opportunity Employer.