Program Coordinator, Special Events & Operations

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

Job summary

University of Washington Athletics is seeking a Program Coordinator for Special Events & Operations to lead on-site event management, scheduling, and facility coordination. You will work with coaches, staff, students, vendors and partners to ensure smooth operations and outstanding service.

The role requires strong organizational and communication abilities, and a willingness to work nights, weekends, and holidays for events.

Qualifications

• High school diploma or equivalent with 2 years of event planning/operations experience.
• Strong organizational and communication skills, ability to handle multiple tasks.
• Proficiency in Microsoft Office; Canva and Adobe software are preferred.

Responsibilities

• Act as on-site event manager for internal and external events.
• Coordinate logistics with IT, AV, design, facilities and concessions.
• Create invoices, track expenses, and manage scheduling for tours and game-day operations.
• Oversee staff and assist with post-season events and premium spaces.

Skills

Event planning

Operations coordination

Communication

Time management

Customer service

Education

High school diploma

Tools

Microsoft Office

Canva

Adobe software

Job description

Job Description

Washington Athletics has an outstanding opportunity for Program Coordinator, Special Events & Operations, to join their team.

About this Opportunity

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.

Key Responsibilities

Event Management (40%):

• 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.

Office Operations (30%):

• 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.

Facility Operations (30%):

• 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.

Required Qualifications

To 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 Qualifications

• High school graduation or equivalent and two years of experience in event planning or operations, or equivalent education/experience.

Additional Qualifications

• Ability to manage many tasks at once; work independently; have strong organizational and communication skills; available to work nights, weekends, and holidays for events.

Preferred Qualifications

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

Working Conditions

• Work is performed in both office and athletic facility environments. Ability to lift and transport equipment as needed for events.
• This position performs essential services and may be required to work during any period of declared suspended operations.

Compensation, Benefits and Position Details

Pay Range Minimum:

$47,256.00 annual

Pay Range Maximum:

$63,156.00 annual

Other Compensation:

Taxable benefits include tickets to UW intercollegiate home competitions.

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 position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working 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 Commitment

The 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.