MAJOR EVENTS COORDINATOR
Req #: | 170439 |
Department: | HUB |
Posting Date: | 08/06/2019 |
Closing Info: | Closes On 08/20/2019 |
Salary: | $3,331- $4,452 |
Union Position: | Yes |
Shift: | First Shift |
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
As a unit within the Division of Student Life, the HUB supports the Husky Experience by enhancing UW community, providing a dynamic event center, and fostering student engagement. The HUB is committed to providing services to UW students, staff, faculty, and invited guests. The HUB is funded in part by the Services and Activities Fee (SAFC), and relies on its professional and student staff to carry out its mission to enrich student engagement.
HUB EVIS prides itself in the flexible nature of its event spaces and the customer service provided to clients of the HUB. EVIS is responsible for managing all aspects related to meeting and event spaces and building supervision outside of office hours. Additionally, EVIS staff manage the Information services provided at the HUB Main Desk, which include HUB Info Desk, HUB Lost & Found, HUB Ticket Office, and HUB Bulletin Boards.
The HUB Events and Information Services (EVIS) office has an outstanding opportunity for a Major Events Coordinator that enjoys working in a fast-paced environment and assisting in the planning of events.
At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.
Under the supervision of the Event Planning Supervisor, this position supports the day-to-day operation of reservations in HUB EVIS including supporting customers in the event management process. In addition, this position supports the daily office management of HUB EVIS including, unit wide scheduling, managing the unit absence calendar, ordering, billing and preparing closing documents.
Duties & Responsibilities:
Event Management for usage of HUB Major Spaces
•In conjunction with the Event Planning Supervisor process and coordinate major events such as talent & cultural shows, concerts, outdoor programs, auctions, weddings and conferences at the Husky Union Building.
•Prepare and process reservations for billing and invoicing. Review ageing reports to balance accounts receivable and payable. Work to keep the number of outstanding balances a minimum.
•In conjunction with Event Planning Supervisor in develop and implement internal policies, procedures, forms, work methods/flows and priorities for EVIS staff working on reservations and events. Communicate accordingly with staff and other departmental units as necessary.
•Act as a liaison to coordinate services with other HUB units, departments, and off-campus vendors when pertaining to facility reservations and related services.
Major Event Consultation
•Take the lead on working with clients to coordinate their events.
•Respond to client requests for quotes and availability.
•Lead Event Consultations and walkthroughs with clients
•Advise students, staff, faculty and/or the public regarding EVIS policies and procedures.
•Exercise independent judgement in interpreting and applying HUB policies & procedures.
Support the EVIS office in day-to-day administration (30%)
•Prepare and make available reports related to EVIS for internal and external departments. Communicate with internal departments and across the campus on events and their possible impact on their services.
•Develops, prepares and maintain departmental records, database, invoices and statements of income.
•Assist in ticket services and sales, including the creation of ticketed events, reviewing daily sales and creating final reconciliation documents.
•Supports EVIS unit-wide scheduling, manage unit absence calendar, billing and preparing closing documents.
•Orders and receives office supplies, maintains office and student equipment inventory, and EVIS office supply budget.
•Assist the Event Planning Supervisor in other duties as assigned.
Supervision Received/Exercised
-Supervised by the Event Planning Supervisor.
As a UW employee, you will enjoy generous benefits and work/life programs.
For detailed information on Benefits for this position, click here.
Minimum Qualifications:
•High school graduation or equivalent AND two years of event planning experience, OR equivalent education/experience.
•Strong written & verbal communications skills with an emphasis on public relations.
•Proficient in the use of various database software and web applications, Visio/CAD drawing software, and Microsoft office
•This position involves physical labor; must be willing and able to lift a minimum of 50 pounds as a condition of employment.
•Must be willing and able to work weekends and evenings as needed as a condition of employment.
Equivalent education/experience will substitute for all minimum qualifications except where there are legal requirements such as license/certification/registration.
Preferred Special Skills and qualifications
•Two years of experience in event planning and event production.
•Two years of full time administrative experience and public contact experience specifically related to the position.
•Experience in venue management.
•Previous experience working with students in a University or College setting.
•Experience using Event Management Software (EMS).
•Technical knowledge and experience working with installed and portable audiovisual systems, mixers, cameras, speakers, and theatrical lighting systems.
•Experience working in a hospitality or corporate audiovisual environment highly desired
•Experience with UW systems such as Arriba.
Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.