Major Events Coordinator

Job Description 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.

About this Opportunity 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.

Key Responsibilities Major 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 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.
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 Qualifications 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.

Additional Information Working Conditions Workspace Work  performed in a cubicle within an open office setting.

Work performed onsite throughout the facility.

Nonstandard Work Conditions Occasional outdoor work expected for event management.

Occasional evening or weekend work expected with advance notice.

Physical Requirements Must be able to occasionally lift, push, and pull up to 50 pounds.

Frequent sitting, standing, kneeling, bending, and…