Major Events Coordinator: Planning, Logistics & Invoicing

University of Washington Medical Center; Seattle (WA); Hybrid; USD 47,000 - 63,000; Full time

Job summary

The Husky Union Building at the University of Washington is seeking a Major Events Coordinator to triage, plan, and coordinate major events and internal department events, ensuring compliance and client satisfaction. You will manage invoices, provide customer service, and partner with event operations and university departments.

Responsibilities include coordinating logistics, vendor liaison, and reporting, with a telework option up to one day weekly with supervisor approval.

Qualifications

• High school graduation or equivalent.
• 2 years of experience in conference services, event planning, event venue operations, or related field.
• Bachelor’s degree in communications, business administration, hospitality, or related field preferred.
• Familiarity with Mazevo event management software and Visio diagrams.
• Familiarity with University of Washington structure and systems is a plus.

Responsibilities

• Coordinate major event reservations and liaise between clients, operations staff, UW departments, and external vendors.
• Process invoices, quotes, and event charges; reconcile payments.
• Manage online box-office ticket sales and distribution for events.
• Plan and host client walkthroughs and planning meetings.
• Provide timely, professional responses to inquiries and issues.

Skills

Event coordination

Customer service

Communication

Problem solving

Education

High school diploma or equivalent

Bachelor’s degree in communications/business/hospitality/related

Tools

Mazevo

Visio

Job description

The Husky Union Building at the University of Washington is seeking a Major Events Coordinator to triage, plan, and coordinate major events and internal department events, ensuring compliance and client satisfaction. You will manage invoices, provide customer service, and partner with event operations and university departments.

Responsibilities include coordinating logistics, vendor liaison, and reporting, with a telework option up to one day weekly with supervisor approval.