Program Coordinator, Special Events & Operations

University of Washington Medical Center • Seattle, WA

1d • $47,256 - $63,156 • Onsite

About The Position

Washington Athletics has an outstanding opportunity for Program Coordinator, Special Events & Operations, to join their team. Reporting to the Director of Event Management, the Program Coordinator, Special Events & Operations, is responsible for assisting with the operations of the Event & Facility Management. This role will establish and maintain an organizational culture that emphasizes service to customers, including coaches, staff, student-athletes, the general public, vendors and contractors.

Requirements

• High school graduation or equivalent and two years of experience in event planning or operations, or equivalent education/experience.
• Ability to manage many tasks at once; work independently; have strong organizational and communication skills; available to work nights, weekends, and holidays for events.

Nice To Haves

• Master’s degree is desirable.
• Proficient in Microsoft Office, Canva, and Adobe software.

Responsibilities

• Act as event manager on-site for special events for internal and external stakeholders.
• Communicate with potential users related to facility availability and scheduling walk-throughs.
• Coordinate event and facility logistics for special event rentals by working directly with internal and external partners, including but not limited to, IT, audio, video, graphic design, web design, facilities, equipment and concessions.
• Coordinate set-ups and tear downs for special events.
• Create invoices and track billing, expenses, and other related paperwork.
• Assist with scheduling and leading facility tours as part of the ICA Tours program.
• Act as the on-site event manager and game day administrator for assigned sports. Responsible for coordinating overall day of game operations, including staffing, ordering supplies and rental equipment, and communicating with visiting teams, officials, TV, and support staff.
• Oversee game day hourly staff as assigned.
• Assist with post-season events as assigned.
• Assist with football game day managing the Dawg Sled and Wheelchair Assist Program, fan entry, hourly support staff, vendors, and premium spaces.
• Hold Workday security/administrative roles to perform time tracking functions for assigned organizations, onboard and process new hourly employees and paperwork, and to allocate payments from the proper budget numbers.
• Review time and leave entries. Initiate reports to verify entries and accuracy in accordance with the policies and procedures.
• Make entries or corrections to time and leave when necessary.
• Audit records as needed.
• Assist with facility and event set-ups in various spaces throughout the Athletic Village including coordinating staffing and schedules.
• Assist with elevator operations, schedules, and systems.

Benefits

• Taxable benefits include tickets to UW intercollegiate home competitions.
• For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED