Events Coordinator

Job Description

The EVENTS COORDINATOR is responsible for the logistics of the Department of Electrical & Computer Engineering (ECE) events, including but not limited to, the oversight of the ECE Colloquium Series Program.  The ECE Department holds over 275 events per annum ranging from small-scale lab lunches to large-scale, complex international research-related symposiums held locally and/or out-of-state.  The Colloquium Program holds at least 30 talks per year featuring experts who discuss current issues in the electrical and computer engineering field.  Guest speakers are high-profile researchers, collaborators and industry influencers.

The Events Coordinator works in collaboration with internal and external audiences including the Department Chair, faculty, staff, students, CoE, UW central advancement officers, and external industry partners to administer service agreements, on-site contracts, manage provisions, technical and facility requirements, and ultimately ensure the smooth execution of all events. 

This position supports the mission and values of the Department while cultivating a strong relationship with faculty, staff, students, alumni, industry sponsors and partners. This position supports and reports to the ECE Events & PR Manager.

DUTIES & RESPONSIBILITIES

ECE COLLOQUIUM PROGRAM – 45%

• Function as the main point of contact for UW ECE Colloquium Program.

• Working directly with the ECE Associate Chair for Research, plan, direct and execute the colloquium invitation and confirmation, assist faculty host on itinerary details and day of logistics

• Take responsibility for all travel arrangements, make airfare and lodging arrangements, and sending confirmations to relevant parties

• Process all reimbursements associated with colloquium visits for external guests, faculty, and students

• Oversee scheduling of talks including securing location (with Advising's assistance) and advertising broadly

• Maintain a system for tracking scheduling, communications, collected materials, and reimbursements

• Maintain, track and reconcile all expenditures

• Work with PR Staff on designing and advertising for talks

• Work with UW Video to secure film crew schedule

ECE EVENT PROGRAM MANAGEMENT – 42.5%

• Responsible for the comprehensive organization and management of the UW Electrical & Computer Engineering (ECE) Department event program. This includes approximately 275 annual events that are both small-scale activities (i.e. student functions, Chair's Office events, department retreats and workshops) and complex, large-scale functions with multi-faceted impact (i.e. ECE Colloquium Series Program, conferences led by faculty and students, alumni receptions, ECE's premier lecture, Graduation, Research Fairs and COE Discovery Days).

• Partner with ECE Advancement, Public Relations, Chair's Office, Advising teams, ECE Student Leaders, and external industry partners on various logistics of the events to ensure all aspects of the events are executed as intended (i.e. communications/announcements, presentations, IT support, facilities support, etc.).

• Follow UW and state regulations for events by obtaining necessary permits, UW approvals and event insurance.

• Responsible for procurement within established budget constraints for the ECE Events & PR Team using a ProCard or internal UW Worktag designations.

• Complete and submit fiscal forms like Food Approval and Reimbursements.

• Manage vendor contract and payment processes. Research potential venues, caterers and event vendors.

• Serve as department resource and subject matter expert on all travel trip expenditure reimbursement review, processing and approvals. Create and maintain process and procedure documents for all travelers to follow to ensure expenditures and associated documentation is complete and timely. Provide guidance and mentoring to travelers to ensure expenditure compliance on future trips occurs and is documented properly.

• Thoroughly confirm the details of arrangements and reservations made with caterers, florist, rental companies, photographers, and audio visual companies.

• Manage volunteers and delegate work to ECE Event Assistant, Front Desk Student Assistants, and other units as agreed upon with ECE Events & PR Manager.

• Establish and compile guest lists, track RSVP's, create registration forms and handle pre and post event communications.   

• Arrange transportation, working with UW Commuter Services, parking and hotel reservations and other travel logistics for guests/visitors.

• Develop catering menus for ECE events (external and internally focused). Schedule catering services based on number of attendees and budget constraints. Receive and track dietary preferences and allergies, taking these into account when working on a menu. Serve as the primary point of contact for catering providers. Responsible for the on-site logistics management of event vendors.

• Work proactively with ECE Facilities Team and ECE Departmental Computing Manager to ensure all events run smoothly within the UW ECE building.

• Responsible for the development and ongoing accounting of event budgets. Ensuring all events are executed on budget. Responsible for generation of post-event reporting of expenses, reconciliation and reimbursements.

• Responsible for the archival of event attendance, including processing purchases and reimbursements sending out follow up communication and reporting out on events to Department Leadership.

EVENT MARKETING/COMMUNICATIONS – 10%

• Collaborating directly with UW ECE Public Relations Staff to ensure all UW ECE events are adequately promoted through various public relations channels (social media, website, email, video, poster, etc.).

• Create promotional materials using Canva.

• Create detailed Communications timelines with deadlines included.

• Create registrations and internal invitations as needed.

• Provide guidance to ECE PR Staff when executing event related website updates.

• Provide feedback on email, webpage, and design drafts.

• Ensure business continuity by providing backup to Events & PR Manager in occurrence of an absence.

• Respond to constituents in a timely manner.

• Other related duties as assigned.

EVENT ROOM MANAGEMENT – 2.5%

• Work alongside the Events Student Assistants and the Facilities Team to move furniture in UW ECE's dedicated event spaces.

• Manage calendaring for said event spaces.

• Build a knowledge about our event spaces, their layout capabilities, and consult of room/layout requests.

• Work with UW Facilities to schedule rooms to unlock and request room cleaning.

• Be an onsite contact when rooms need to be digitally unlocked.

LEAD RESPONSIBILITIES: Manage ECE Colloquium Series and a portfolio of department events alongside the UW ECE Events & PR Manager

WORKING ENVIRONMENTAL CONDITIONS

• 100% in-person

• Ability to work a flexible schedule on evenings and weekends.

• Ability to occasionally lift 20-30 lbs.

• Valid driver's license is required. Candidate selected must have personal transportation and be willing to travel when necessary.

• Ability to work evening and weekend hours, as necessary, on short or limited notice.

• Must have regular and reliable transportation for local travel and willing to travel when necessary.

 

MINIMUM QUALIFICATIONS

• 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.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

• Excellent written and verbal communication skills. Ability to communicate clearly, diplomatically and effectively.

• Must be flexible in a fast-paced setting, able to work under deadline pressure.

• Capacity to work professionally with many constituencies (e.g. staff, faculty, students, alumni, industry partners, vendors, media and volunteers) and take pride in work produced.

• Strong computer skills with PC and proficiency in Google Suite, Microsoft Word, Excel and PowerPoint.

• Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.

 

DESIRED QUALIFICATIONS

• Bachelor's degree in event management, marketing/communications, or a related field and 1-2 years of previous event, conference and project management experience.

• Must be adept at organizational proficiency and project management, including the ability to prioritize work in a fast-paced setting.

• Capacity to achieve superior results working independently and as a team member in high-pressure situations. Customer service-minded, exemplary leadership qualities, strong interpersonal skills, creativity, strong sense of aesthetics, organized with strict attention to detail.

• Ability to see the big picture and strategically align events with overarching department goals.

• Innovative and resourceful, actively seeks opportunities to improve the event planning process and attendee experience.

• Experience working on multiple events is desirable.

• Experience working in higher education, preferably familiarity with the University of Washington.

• During Events (from setup to tear down) or on Event days: Ability to stand 4 or more hours continuously, Ability to walk 4 or more hours continuously, Ability to work greater than a 12-hour day.

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.

Compensation, Benefits and Position Details

Pay Range Minimum:

$46,332.00 annual

Pay Range Maximum:

$61,920.00 annual

Other Compensation:

-

Benefits:

For information about benefits for this position, visit

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

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 world. In 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. 

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