Major Events Coordinator

Job Description

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

Reporting to the Manager of Event Reservations the Major Events Coordinator is responsible for triaging processing and providing ongoing coordination and customer service support to major event clients hosting their event at the Husky Union Building. Using their event planning expertise this position will ensure major events are thoroughly planned and support coordination between clients and event operations teams. Additionally the Major Events Coordinator will be responsible for processing the timely invoicing and payment of event reservation fees.

Major Event Coordination (70%)

• Intake triage review process track and coordinate major event reservations for events at the Husky Union Building including but not limited to talent and cultural shows concerts outdoor programs graduations and weddings.

• Intake triage review process track and coordinate internal department events including but not limited to department gatherings meetings and building-wide programming.

• Regularly review submit process and reconcile event reservation invoices in consultation with designated Finance teams.

• Intake triage review process track and coordinate online box-office ticket sales and distribution for ticketed events.

• Liaise between clients event operations staff relevant University departments and external vendors to plan and coordinate events and ensure compliance with relevant laws and policies.

• Coordinate event logistics and resources including external furniture and equipment rentals.

• Schedule coordinate and host walkthroughs and planning meetings with clients.

• Serve as a point of contact for client inquiries requests transactions and problem resolution related to their events.

• Communicate policies procedures pricing service options and expectations clearly respectfully and consistently.

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

• Collaborate with colleagues and supervisors to identify recurring issues improve service delivery and enhance the client experience.

• Prepare process submit and track quotes invoices and additional charges.

• Following industry standards and applicable policies accept process reconcile report and deposit payments from clients.

• Prepare ad hoc and routine reports.

Administration (30%)

• Support office workflows and day-to-day operational coverage to ensure continuity of service.

• Support the development documentation implementation and maintenance of policies and standard operating procedures.

• Collaborate with colleagues students and partners across units and organizations.

• Share expertise and contribute to shared problem-solving and decision-making.

• Collect analyze and report qualitative and quantitative data.

• Support process improvement initiatives.

• Provide training guidance and support to staff and student employees as needed.

• 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.

• 2 years of experience in conference services event planning event venue operations or related field.

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

Preferred Qualifications

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

• Familiarity with Mazevo event management software.

• Familiarity with Visio diagraming software.

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

Working Conditions

• Workspace

  • Work performed in a cubicle within an open office setting.

  • Work performed onsite throughout the facility.

• Nonstandard Work Conditions

  • Occasional outdoor work expected for event management.

  • Occasional evening or weekend work expected with advance notice.

• Physical Requirements

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

  • Frequent sitting standing kneeling bending and walking expected.

Telework Eligibility

This position is eligible for regular telework up to 1 day per week with supervisor approval.

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.