Event Operations Coordinator

Job Description

The Husky Union Building (HUB) has an outstanding opportunity for an Event Operations Coordinator (Program Coordinator (NE S SEIU 925 Non Supv)) to join their team.

About this Opportunity

Reporting to the Manager for Event Operations the Event Operations Coordinator is responsible for supporting the day-to-day operations and administration of the Event and Information Services unit. They will ensure clients and events are well supported day-of; oversee supplies and equipment inventory; and delegate tasks to student event operations staff. The Event Operations Coordinator also oversees the University of Washington Lost and Found service and the Office of Ceremonies customer service team. Ideal candidates demonstrate a sense of curiosity and ability to operate in ambiguity.

Key Responsibilities

Operations (50%)

• Office Operations

• Coordinate day-to-day office operations to ensure continuous efficient service delivery.

• Manage schedules calendars meetings correspondence and internal communications.

• Accept and process customer payments in alignment with policies and industry standards.

• Process track and reconcile financial transactions payments and related documentation in accordance with policies.

• Maintain program records documentation and operational materials.

• Coordinate logistics for meetings and administrative functions including space materials and follow-up.

• Maintain internal communication tools and resources to support staff and service delivery.
  

• Event and Service Operations

• Support planning delivery and evaluation of events and services.

• Coordinate scheduling logistics resources and communications for events and services.

• Oversee the University of Washington Lost and Found service including monthly Lost and Found sales.

• Provide day-of operational support to ensure events run smoothly and meet service expectations.

• Monitor event execution for compliance with safety standards accessibility requirements and institutional policies.

• Collaborate with internal partners vendors and service providers to ensure successful event and service delivery.

• Facility Operations

• Maintain inventories of equipment supplies and furnishings; distribute materials and recommend replacements.

• Inspect assigned areas to ensure service quality and identify maintenance safety or operational issues.

• Report and follow up on maintenance and repair needs using established processes.

• Ensure safe use and maintenance of equipment; remove unsafe equipment from service as needed.

• Serve on committees working groups and project teams as assigned.

Customer Service (35%)

• Serve as a primary point of contact for client customer and public inquiries requests transactions and issue resolution related to programs services and operations.

• Provide clear accurate and consistent information regarding policies procedures pricing and service options to students staff participants and the public.

• Respond to concerns service issues and complaints in a timely professional manner; escalate or refer issues as appropriate.

• Oversee the Office of Ceremonies Commencement (graduation) customer service team to ensure high-quality consistent service delivery.

• Collaborate with colleagues and supervisors to identify trends resolve recurring issues and improve service delivery and customer experience.

• Represent the department with professionalism ensuring consistent communication and a positive customer experience across all interactions.

Student Employee Lead (15%)

• Assist the Manager of Event Operations in the recruitment training scheduling assignment of work and review of up to 70 student employees.

• Delegate tasks to student employees to meet service and program expectations.

Other related duties as assigned.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below.- Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Minimum Qualifications

• High school graduation or equivalent AND

• 2 years of experience in event production conference coordination or related field.

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.

Desired Qualifications

• Bachelors degree in hospitality management communications business administration marketing or related field.

• 4 years of experience in event production conference coordination or related field.

• Familiarity with the University of Washington and its structure and systems.

Additional Information

Working Conditions

• Workspace

  • Work performed in a shared office setting and throughout the facility.

• Nonstandard Work Conditions

  • Frequent onsite/outdoor work expected for event management.

  • Occasional evening/weekend work expected with advance notice.

• Physical Requirements

  • Must be able to regularly lift push and pull up to 50 pounds.

  • Frequent sitting standing kneeling bending and walking expected.

  • Occasional work from ladders and lifts is expected.

Telework Eligibility

• This position is eligible for occasional telework on a case-by-case basis with supervisor approval.

About the Team

About the Division of Student Life

The Division of Student Life at the University of Washington brings together a wide range of programs services facilities and operations that enrich the Husky Experience. We are committed to creating an inclusive engaging and supportive environment where students can thrive academically personally and professionally. Through opportunities for involvement leadership service wellness and community-building Student Life supports the intellectual physical and emotional development of every student. We recognize that student success extends beyond the classroom and we help students grow as individuals embrace diversity build meaningful connections and engage fully in the UW community.

About the Husky Union Building

The Husky Union Building (HUB) is the University of Washingtons student union and a central hub for community events and student engagement. Through our programs services operations and facilities we support the Husky Experience by creating welcoming spaces where students and community members feel a sense of belonging connection and possibility.

Guided by values of discovery empowerment equity integrity and service the HUB fosters engagement through exploration shared experiences and meaningful connection. We listen with empathy work transparently with partners and create opportunities for learning and all we do we strive to build a UW community where everyone feels welcome valued and inspired to grow.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.