As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
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.
The Evans School of Public Policy & Governance has an outstanding opportunity for an Events Coordinator to join their team.
Events at the Evans School range in size and complexity – from national conferences and major annual events to receptions and small meetings. All typically fall under one of two categories: (1) events designed to promote broad local and national understanding of the strategic objectives of the Evans School and (2) events designed to foster a shared sense of purpose among internal community members.
The Events Coordinator provides key support in implementing the Evans School’s mission by planning, coordinating, staffing, executing and evaluating events hosted by the School. The person also acts as a main point of contact in the Dean’s Office, creating a hospitable environment for all who come to the reception desk. The Events Coordinator interacts directly with diverse groups of people to successfully carry out each event, including colleagues, vendors, service providers, University officials, donors and volunteers. They also have extensive contact with internal and external audiences both at events and at the Dean’s Office reception desk, including community leaders, alumni, friends, faculty, staff, students, volunteers, donors and potential donors.
The Events Coordinator reports to the Assistant to the Dean. The position also may provide indirect supervision to student workers, temporary staff and/or volunteers for events.
A successful candidate for the Events Coordinator position will thrive in providing inclusive customer service, building relationships, effectively balancing multiple competing priorities, planning for contingencies, and attending to both creative and logistical details. They also will be committed to integrating the School’s mission and values into the planning and execution of events.
RESPONSIBILITIES Events (85%)
Coordinate and oversee event logistics, working from an approved budget and prioritizing equity and inclusion (e.g. securing vendors from historically underrepresented groups). Event coordination tasks include but are not limited to securing appropriate venues; retaining caterers and other vendors; recruiting and coordinating volunteers; and arranging transportation, parking and security for event guests.
Monitor and update event-specific tracking lists and timelines, including the compilation and maintenance of guest lists and subsequent RSVP lists; and tracking and submitting event expenses. Ensure accurate and complete event planning documentation and updates are available to the programmatic leader for each event throughout the event planning process.
Draft, prepare, and distribute event-related communications, promotional and day-of event materials, and post-event publications in coordination with the Director of Marketing & Communications and main programmatic leader for each event.
Select appropriate event menus and décor with support from main programmatic leader for each event and the Assistant to the Dean.
Maintain an accurate and up-to-date calendar of Evans School events and contribute to the maintenance of Evans School and UW webpages that include event information and details.
Provide general direction to support event staff and volunteers, ensuring each event is executed with high quality standards. Contribute to the creation and updating of Evans School event onboarding/training materials to support and advise Evans School community members to this purpose.
Implement methods of evaluating events for outcomes, satisfaction levels and improvement opportunities. Compile and submit evaluation findings for inclusion on an annual report of activities.
Provide on-site staffing for events as required.
School Support (15%)
Provide information and customer service to Evans School visitors, students, faculty and staff who visit in person or call the Dean’s Office. Answer questions and direct people to the appropriate people and resources.
Purchase and maintain Dean’s Office and general use event supplies.
Attend School and University meetings as requested.
Contribute as a member of annually assigned Committees and/or Work Groups.
Other duties as assigned.
Key Skills & Competencies:
Event and/or project planning, coordination, facilitation, and management
Organization, attention to detail, and accuracy
Customer service and relations
Independent problem-solving and creativity
Respond effectively to appropriate levels of urgency
Teamwork and collaboration
Respect for and consideration of diverse perspectives
Strong verbal and written communication skills
Flexibility and openness
Discretion in handling confidential information
Proficient use of computers and software applications
High School graduation and four years' of progressively responsible work experience involving public contact such as sales promotion, public information, or in the hospitality industry OR equivalent education/experience.
Bachelor’s or Associate’s degree
A minimum of four years experience in events management, hospitality, development, public relations, project management or a related field OR equivalent combination of education and experience.
Experience in higher education organizations, the public sector, or nonprofit organizations.
Experience communicating and working with high-level administrators, corporate executives, and professionals.
Demonstrated ability to work both independently and as a member of a team to meet established deadlines.
Effective communication, organization, and time management skills.
Proven customer support experience.
Demonstrated ability to respond with appropriate levels of urgency.
Experience working with different communication styles.
Experience handling confidential and sensitive information.
Ability to use computers & software applications proficiently, including working knowledge of MS Office (e.g. Outlook, Word, Excel, PowerPoint, SharePoint).
Experience setting up simple AV systems and familiarity with setting up Zoom meeting and conference calls.
Experience working with WordPress or similar website content management systems.
Experience working with Marketo or similar email marketing tools.
Experience working with Canva or other graphic design platforms.
CONDITIONS OF EMPLOYMENT
Ability to work a flexible schedule for events scheduled on evenings and weekends.
Ability to assist in the moving, set up and tear down of tables, chairs and/or AV equipment.
A valid Washington state driver’s license is required. The candidate selected must have personal transportation and be willing to travel when necessary.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.