Major Events Coordinator

FHLB Des Moines; Seattle (WA); Hybrid; USD 47,000 - 63,000; Full time

Job summary

University of Washington’s Husky Union Building seeks a Major Events Coordinator responsible for triaging, processing, and coordinating high-profile events, including weddings, concerts, and graduations. You will manage client inquiries, liaise with operations, and handle invoicing with finance teams.

The role also covers planning meetings, vendor coordination, and ensuring policy compliance while delivering excellent service to clients and stakeholders.

Qualifications

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

Responsibilities

• Triage, review, process, track, and coordinate major event reservations and department events.
• Coordinate online box-office ticket sales and distribution for events.

Skills

Event coordination

Customer service

Communication

Invoicing & payments

Education

Bachelor’s degree in communications or related field

Tools

Mazevo

Visio

Job description

Job DescriptionThe Husky Union Building has an outstanding opportunity for a Major Events Coordinator (Program Coordinator (NE S SEIU 925 Non Supv)) to join their team.About this OpportunityReporting 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.Key ResponsibilitiesMajor Event Coordination (70%)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.Administration (30%)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.Required QualificationsTo be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below.Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.Minimum QualificationsHigh school graduation or equivalent.2 years of experience in conference services, event planning, event venue operations, or related field.Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Manager.Preferred QualificationsBachelor’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.Additional InformationWorking ConditionsWorkspaceWork performed in a cubicle within an open office setting.Work performed onsite throughout the facility.Nonstandard Work ConditionsOccasional outdoor work expected for event management.Occasional evening or weekend work expected with advance notice.Physical RequirementsMust be able to occasionally lift, push, and pull up to 50 pounds.Frequent sitting, standing, kneeling, bending, and walking expected.Telework EligibilityThis position is eligible for regular telework up to 1 day per week with supervisor approval.About the TeamThe Husky Union Building (HUB) is the University of Washington’s student union and a central hub for community, events and student engagement. Through our programs, services, operations and facilities, we support the Husky Experience by creating welcoming spaces where students and community members feel a sense of belonging, connection, and possibility.Guided by values of discovery, empowerment, equity, integrity, and service, the HUB fosters engagement through exploration, shared experiences and meaningful connection. We listen with empathy, work transparently with partners, and create opportunities for learning and reflection. In all we do, we strive to build a UW community where everyone feels welcome, valued and inspired to grow.Compensation, Benefits and Position DetailsPay Range Minimum:$47,256.00 annualPay Range Maximum:$63,156.00 annualOther Compensation:-Benefits:For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/Shift:First Shift (United States of America)Temporary or Regular?This is a regular positionFTE (Full-Time Equivalent):100.00%Union/Bargaining Unit:SEIU Local 925 NonsupervisoryAbout the UWWorking 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 CommitmentThe 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 206-543-6450 or [e-mail] .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 .