Major Events Coordinator

University of Washington•Seattle, WA

7d•Hybrid

About The Position

The Husky Union Building has an outstanding opportunity for a Major Events Coordinator (Program Coordinator (NE S SEIU 925 Non Supv)) to join their team. Reporting to the Manager of Event Reservations, the Major Events Coordinator is responsible for triaging, processing, and providing ongoing coordination and customer service support to major event clients hosting their event at the Husky Union Building. Using their event planning expertise, this position will ensure major events are thoroughly planned and support coordination between clients and event operations teams. Additionally, the Major Events Coordinator will be responsible for processing the timely invoicing and payment of event reservation fees.

Requirements

High school graduation or equivalent.
2 years of experience in conference services, event planning, event venue operations, or related field.

Nice To Haves

Bachelor’s degree in communications, business administration, hospitality, or related field.
Familiarity with Mazevo event management software.
Familiarity with Visio diagraming software.
Familiarity with the University of Washington and its structure and systems.

Responsibilities

Intake, triage, review, process, track, and coordinate major event reservations for events at the Husky Union Building including, but not limited to, talent and cultural shows, concerts, outdoor programs, graduations, and weddings.
Intake, triage, review, process, track, and coordinate internal department events including, but not limited to, department gatherings, meetings, and building-wide programming.
Regularly review, submit, process, and reconcile event reservation invoices in consultation with designated Finance teams.
Intake, triage, review, process, track, and coordinate online box-office ticket sales and distribution for ticketed events.
Liaise between clients, event operations staff, relevant University departments, and external vendors to plan and coordinate events and ensure compliance with relevant laws and policies.
Coordinate event logistics and resources including external furniture and equipment rentals.
Schedule, coordinate, and host walkthroughs and planning meetings with clients.
Serve as a point of contact for client inquiries, requests, transactions, and problem resolution related to their events.
Communicate policies, procedures, pricing, service options, and expectations clearly, respectfully, and consistently.
Respond to concerns, service issues, or complaints in a timely and professional manner; escalate or refer issues as appropriate.
Collaborate with colleagues and supervisors to identify recurring issues, improve service delivery, and enhance the client experience.
Prepare, process, submit, and track quotes, invoices, and additional charges.
Following industry standards and applicable policies, accept, process, reconcile, report, and deposit payments from clients.
Prepare ad hoc and routine reports.
Support office workflows and day-to-day operational coverage to ensure continuity of service.
Support the development, documentation, implementation, and maintenance of policies and standard operating procedures.
Collaborate with colleagues, students, and partners across units and organizations.
Share expertise and contribute to shared problem-solving and decision-making.
Collect, analyze, and report qualitative and quantitative data.
Support process improvement initiatives.
Provide training, guidance, and support to staff and student employees as needed.
Other related duties as assigned.