EVENTS COORDINATOR

Req #: 229431

Department: COMPUTER SCIENCE & ENGINEERING

Posting Date: 03/05/2024

Closing Info

Closes On 03/19/2024

Salary: $3640 - $4864 per month

Shift: First Shift

Notes

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (~~~) For more information on the Paul G. Allen School of Computer Science & Engineering, visit the Allen School website. (~~~/)

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.

POSITION PURPOSE The Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow's innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for its success in promoting diversity and for the impact of its research and teaching across our region and around the globe. The Allen School occupies two spectacular buildings - the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center - located at the heart of the UW campus in Seattle.

The Allen School has an outstanding opportunity for an Events Coordinator.

The Events Coordinator (Conference Coordinator 2) provides programmatic and event support to the faculty, students, and staff in the Paul G. Allen School of Computer Science & Engineering. The person in this position will help establish and maintain high-quality customer service for events under the School's branding, providing consistency and professionalism as the public face of the School.

Working closely with the Events team and budget staff, this position will coordinate events in Allen School space and externally. This position will report to the Assistant Director of Events; direction for specific events will be provided by the requesting Grants Manager or Principal Investigator.

This position will independently plan and coordinate all arrangements for repeat conferences, seminars, meetings, and short courses for the Allen School's student services teams and community partners. He/she will compile event materials, coordinate registration, make facility arrangements, negotiate services and costs, develop conference budgets, and process billing. He/she will participate with the program leader in program development. This position has delegated decision-making authority in areas such as planning and management of events.

The position will manage at least 60 events annually, and this number is expected to increase with the School's recent growth. Typical events may include but are not limited to the following: retreats, job fairs, and prospective student activities; conferences and workshops; and other events as assigned.

DUTIES AND RESPONSIBILITIES

• Help create event schedules; Utilize project management systems to plan and track details, and to ensure compliance with School and UW policies and procedures.

• Negotiate services and costs; develop contracts. Plan and develop conference operations budget. Process billing, speaker fees, and other fiscal transactions; approve expenditures within program plan.

• According to the program plan, schedule meeting rooms, facilities, meals, lodging, and media equipment.

• Serve as primary contact with program participants. Represent the program to visitors, participants and/or members of the public. Provide information regarding event activities and perform a variety of public relations functions.

• Compose relevant printed materials; edit materials for accuracy, appearance, readability, and style.

• Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and database files, uploading and downloading and creating footnotes and outlines.

• May coordinate hiring and supervision of temporary staff for major events. Delegate tasks to ensure efficient and accurate completion.

• Triage incoming event and room reservation requests (under supervision of the Assistant Director of Events)

• Coordinate maintenance of events spaces and ordering of events supplies

• Perform related duties as required. MINIMUM REQUIREMENTS

• High School graduation or equivalent, with four years of progressively responsible work experience involving public contact, such as sales, promotion, public information or in the hospitality industry. Equivalent education/experience may be substituted.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.