University Events Coordinator

University Events Coordinator

Seattle University

University Events Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.

Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.

Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.

Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.

Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.

Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

The University Advancement Office is committed to creating an anti-racist environment that addresses and works to eliminate inequities and all forms of oppression, while celebrating different cultures.

We are looking for like-minded team members from diverse backgrounds who demonstrate knowledge and understanding of the complex issues surrounding implicit bias, and other systemic oppressions, as well as a commitment to the university's mission, vision, and values, with the goal of developing an equitable and inclusive work environment.

Position Summary

Reporting to the Sr. Director of University Events, the Event Coordinator is responsible for the project management and coordination of university and external client events. This position professionally plans, produces, and analyzes key events hosted at Seattle University and offsite to further the university's educational mission, strategic, and business plans. The Event Coordinator oversees all elements of in-person, hybrid, and virtual event management including but not limited to vision and goal setting, audience development, guest management, event marketing, programming and script development, speaker coaching, production specifications, coordination of catering and beverage service, vendor management, event diagram creation, A/V coordination, and event staffing. Supporting a culture of continuous improvement, the Event Coordinator suggests opportunities for greater effective and/or efficient event management protocols and procedures, leads event debriefing, and produces comprehensive post-event analysis. This role is responsible for using expertise to partner with internal clients and subject matter experts to successfully implement impactful, engaging events that elevate the image of Seattle University.

The Event Coordinator will demonstrate excellent customer service qualities, be mission-centered, have an open, creative problem-solving approach, strong relationship-building and teaching skills, and a strong understanding of and experience in working with and supporting diverse and inclusive teams. Strong working knowledge of event planning and coordinating, venue management, and policy implementation is a must. This position requires an individual who is collaborative, creative, and resourceful with excellent customer service skills.

Essential Job Functions

The Event Coordinator will work with the University Events team to manage projects and support forthcoming key initiatives as follows.

Event Planning and Coordination (85%)

• Produce exceptional events and conferences that range in scope and complexity that include large speaking engagements, fundraisers, recruitment events, meetings, cultural performances, heritage events, multi-day conferences, graduation celebrations, commencement ceremonies and more.
• Leverage project management tools to develop accurate event/project timelines and budgets, coordinate with on- and off-campus partners to manage venue contacts, catering partners, entertainment, parking, A/V, and other event logistics.
• Support event program development, write talking points and/or scripts, and act as stage manager as assigned.
• Working with University Event leadership and the Advancement Marketing team, develop event messaging including, but not limited to: save the date, invitation, and event communication content; event program outlines; speaker briefs & event scripts, etc.
• Project manages video storytelling projects as needed for event production.
• Proactively anticipate needs and advise partners in best practices of event logistics for the efficient and effective use of university and external vendor resources.
• In collaboration with Classroom Services, troubleshoot, and provide back-up support for baseline level event technology.
• Conduct personalized Zoom trainings with clients that are tailored to each hybrid or virtual event based on its specific goals. Uses virtual and hybrid event expertise to advise clients on best practices to help them create engaging, impactful events.
• Provide on-site event support and management as needed, which includes some nights and weekends.
• In collaboration with the University Event leadership, ensure operations comply with the strategic goals and vision of the University.
• Coordinate event staffing plans and communications/trainings for largescale events. Works with University Events leadership to recruit and train event leads to implement staffing plans the day of the event.
• Administer university policies related to nonacademic scheduling, facility usage, alcohol and insurance compliance, publicity and posting, health department requirements, and other policies determined to be within the purview of University Events.
• Supports Student Event Coordinators by helping with training and providing guidance on event coordination best practices

Event Standards and Systems Coordination (10%)

• Support development and implementation of best practices for event coordination. Promote awareness and serve as a resource for the use of event supplies as well as providing context for event protocols including maintaining records and guest management.
• Lead event briefing production as assigned; drafts event briefs, speaker briefs, and presidential briefs.
• Utilize web and database tools such as Microsoft Teams Planner, Social Tables, Eventbrite, Localist, and Raiser's Edge to effectively document and track event planning progress and data.
• Remains current with event trends to inform event design and continually improve event program effectiveness.
• Lead event stakeholders in formal and informal event debriefs. Gather qualitative and quantitative event results, analyze performance, distribute event wrap reports, and share recommendations to improve future event performance.

Marginal Job Functions

Partner and Vendor Relationship Management (5%)

• Develop and maintain excellent working relationships with campus service providers and external vendors to create mutually beneficial communications with University Events.
• Negotiate agreements and ensure achievement of the common goal of partner satisfaction.
• Act as single point of contact for vendors.
• Attend assigned or appropriate ad hoc meetings with service providers and provide activity reports to University Events management as needed.
• Ensure that policies and procedures related to service provider relations are followed and recommend changes as necessary. Support a team culture that is collaborative and inclusionary with a continuous improvement mindset.

Other duties as assigned and as relevant to the success of event organizers, student workers and the UE team.

Qualifications

• Bachelor's degree and/or 2+ years comparable experience in event coordination/management, hotel/conference/venue sales and operations, or hospitality.
• Experience working with a diverse range of clientele and colleagues.
• Demonstrate excellent project management with competing timelines, priorities, and limited budgets.
• Demonstrate excellent attention to detail.
• Successful candidates will have strong customer service skills and mindset.
• Demonstrate strong verbal and written communication and strong interpersonal skills.
• Ability to utilize appropriate judgement in making decisions and advising clients. Ability to explain processes and policies clearly and diplomatically.
• Computer software experience retrieving and maintaining data integrity, especially utilizing Microsoft Office applications.
• Demonstrated ability to meet inflexible deadlines and manage multiple priorities is essential.
• Ability to work on nights and weekends.
• Ability to assist physically in event set up and breakdown. Must be able to lift up to 50 lbs.
• Ability to operate creatively, strategically, and consciously in a dynamic, intercultural organization with many communication considerations rooted in culture and tradition.
• Understanding of current event trends and best practices.
• All candidates must show a demonstrated commitment to diversity and the university's mission, vision, and values.

Preferred Qualifications

• Individual is inspired to work in alignment with the university's mission and values.
• Experience working among diverse communities and equity and inclusion initiative work.
• Work experience in higher education and/or nonprofit or public sector organizations.
• Experience working in collegiate event environment.
• Proven track record of high-level communications with a diverse range of clients, attention to detail and policy enforcement.
• Proficiency in Social Tables, Event Management System (EMS), Raiser's Edge, Localist, Eventbrite, and other event software or platforms.
• A successful candidate will have work experience that demonstrates their ability to work independently and collaboratively given guidelines and priorities.

University Advancement is committed to developing an equitable and inclusive culture that fosters a sense of belonging for all.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance

Salary Range: $50,000 - $56,000

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university's discretion.


To apply, please visit: https://seattleu.csod.com/ux/ats/careersite/8/home/requisition/2990?c=seattleu







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