|Req #: ||143924 |
|Department: ||UW TACOMA-EVENTS AND SPONSORSHIPS |
|Job Location: || UW Tacoma |
|Job Location Detail: ||Office of Advancement |
|Posting Date: ||04/13/2017 |
|Closing Info: || Closes On 04/27/2017 |
|Salary: ||$2,940-$3,917 |
|Union Position: ||Yes |
| || This classification is governed by a negotiated labor contract and is subject to union shop provisions. For more information about union shop provisions, visit Union Information |
|Notes: || As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. |
| The University of Washington Tacoma is a growing, urban-serving university that is deeply invested in its local communities. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. |
UW Tacoma-Events and Sponsorships has an outstanding opportunity for a Program Coordinator.
This position reports to the Director of Events and Sponsorships and is responsible for supporting events at UW Tacoma. The central goal of this position is to work hand-in-hand with the Director of Events and Sponsorships to ensure William W. Philip Hall and other event spaces are properly scheduled, and that all users are aware of the policies and procedures associated with hosting events on campus.
This position is responsible for support of all functions of the Events and Conference Services Office including event preparation, administrative support, room scheduling and day of event and conference support.
Serve as primary resource for event planners; provide information regarding program policies and activities.
Assist event planners with event needs including catering and rental orders, setup needs, A/V needs, ensuring university requirements are met and finding the right location on campus for their event.
Oversee daily operations of William W. Philip Hall including scheduling all events using R25 (campus scheduling software), ensuring events taking place have everything they need and working with Facilities to schedule regular maintenance needs in the hall.
Monitor program activities in relation to established program goals including meeting annual metrics, continuing to build efficiencies and deepen our community partnerships; within established program parameters, determine variance from program standards.
Assist with Use of University Facilities (UUF) needs such as training on the system, sharing UUF policies and procedures with event users, etc.
Create and maintain mailing lists for invitations using Microsoft Excel. These lists can then be used for mass mailing using the Microsoft Word mail merge function or be uploaded into our event email interface.
Compose correspondence and promotional printed materials for events including flyers, community calendar listings, web content and invitations; edit materials for accuracy, appearance, readability and style including editing of event webpages.
Monitor and reconcile event and monthly budgets in line with program activities, plans or priorities ensuring appropriate expenditures and compliance with university policies. Maintain program budgets and initiate corrective action; sign vouchers; receive, process and deposit funds.
Perform complex word processing tasks such as merging and sorting, integrating text with graphics, spreadsheet and database files.
Use spreadsheet and data base software to develop and maintain records.
Attend meetings and/or conferences as program representative.
Order, receive and maintain inventory following established procedures.
Establish and maintain records and files, record statistical information.
Operate office equipment such as computer/word processor, copy machine.
Schedule appointments and meetings.
Perform related duties as required.
Day of event:
Ensure everything is set with the room layout, media needs, etc.
Ensure catering and any other special needs arrive.
Assist with registration, if needed.
Be available throughout the event.
Handle problems that may arise during the event. Consult Director of Events and Sponsorships if assistance is needed.
Ensure venue is cleaned up after event. Including disposal of box lunches, general walk-through and removal of left garbage and items in all rooms, used, etc.
Oversee student workers and volunteers on day of event according to event needs.
| -Bachelor's degree in a related field. |
-Working knowledge of UW Tacoma UUF policies and procedures.
-Expert in R25/25Live (Campus Scheduling Software).
-Experience editing webpages.
-Working knowledge of Quickbooks.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.