Event Operations Coordinator

University of Washington•Seattle, WA

21h•$46,332 - $61,920•Hybrid

About The Position

The Husky Union Building (HUB) has an outstanding opportunity for an Event Operations Coordinator (Program Coordinator (NE S SEIU 925 Non Supv)) to join their team. Reporting to the Manager for Event Operations, the Event Operations Coordinator is responsible for supporting the day-to-day operations and administration of the Event and Information Services unit. They will ensure clients and events are well supported day-of; oversee supplies and equipment inventory; and delegate tasks to student event operations staff. The Event Operations Coordinator also oversees the University of Washington Lost and Found service and the Office of Ceremonies customer service team. Ideal candidates demonstrate a sense of curiosity and ability to operate in ambiguity.

Requirements

High school graduation or equivalent AND 2 years of experience in event production, conference coordination, or related field.

Nice To Haves

Bachelor’s degree in hospitality management, communications, business administration, marketing or related field.
4 years of experience in event production, conference coordination, or related field.
Familiarity with the University of Washington and its structure and systems.

Responsibilities

Coordinate day-to-day office operations to ensure continuous, efficient service delivery.
Manage schedules, calendars, meetings, correspondence, and internal communications.
Accept and process customer payments in alignment with policies and industry standards.
Process, track, and reconcile financial transactions, payments, and related documentation in accordance with policies.
Maintain program records, documentation, and operational materials.
Coordinate logistics for meetings and administrative functions, including space, materials, and follow-up.
Maintain internal communication tools and resources to support staff and service delivery.
Support planning, delivery, and evaluation of events and services.
Coordinate scheduling, logistics, resources, and communications for events and services.
Oversee the University of Washington Lost and Found service, including monthly Lost and Found sales.
Provide day-of operational support to ensure events run smoothly and meet service expectations.
Monitor event execution for compliance with safety standards, accessibility requirements, and institutional policies.
Collaborate with internal partners, vendors, and service providers to ensure successful event and service delivery.
Maintain inventories of equipment, supplies, and furnishings; distribute materials and recommend replacements.
Inspect assigned areas to ensure service quality and identify maintenance, safety, or operational issues.
Report and follow up on maintenance and repair needs using established processes.
Ensure safe use and maintenance of equipment; remove unsafe equipment from service as needed.
Serve on committees, working groups, and project teams as assigned.
Serve as a primary point of contact for client, customer, and public inquiries, requests, transactions, and issue resolution related to programs, services, and operations.
Provide clear, accurate, and consistent information regarding policies, procedures, pricing, and service options to students, staff, participants, and the public.
Respond to concerns, service issues, and complaints in a timely, professional manner; escalate or refer issues as appropriate.
Oversee the Office of Ceremonies Commencement (graduation) customer service team to ensure high-quality, consistent service delivery.
Collaborate with colleagues and supervisors to identify trends, resolve recurring issues, and improve service delivery and customer experience.
Represent the department with professionalism, ensuring consistent communication and a positive customer experience across all interactions.
Assist the Manager of Event Operations in the recruitment, training, scheduling, assignment of work, and review of up to 70 student employees.
Delegate tasks to student employees to meet service and program expectations.
Other related duties as assigned.