The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.At the University of Washington, diversity is integral to excellence. We value and honor diverse experiences and perspectives, strive to create welcoming and respectful learning environments, and promote access, opportunity and justice for all.The HUBAs a unit within the Division of Student Life, the HUB supports the Husky Experience by enhancing UW community, providing a dynamic event center, and fostering student engagement. The HUB is committed to providing services to UW students, staff, faculty, and invited guests. The HUB is funded in part by the Services and Activities Fee (SAFC), and relies on its professional and student staff to carry out its mission to enrich student engagement. The HUB Events and Information Services (EVIS) prides itself in the flexible nature of its event spaces and the customer service provided to clients of the HUB. EVIS is responsible for managing all aspects related to meeting and event spaces and building supervision outside of office hours. Additionally, EVIS staff manage the Information services provided at the HUB Main Desk, which include HUB Info Desk, HUB Lost & Found, HUB Ticket Office, and HUB Bulletin Boards.The HUB Events and Information Services (EVIS) office has an outstanding opportunity for a Temporary, Part-Time Program Coordinator that enjoys working in a fast-paced environment and assisting in the planning of events.Basic Function & Responsibility:Under the supervision of the Assistant Director of Events and Information Services, organize, coordinate and assist with the operation of HUB Events and Information Services.Organize and schedule meeting room reservations in the Student Union Building (HUB). Plan and conduct client and interdepartmental meetings. Review daily schedules for the HUB Information Desk and Lost & Found.Act as primary contact with the campus and general public by providing event planning guidance and information on Washington State regulations as well as campus policies and procedures applicable specifically to HUB Event and Information Services.Characteristic Duties & ResponsibilitiesDuties and Responsibilities:Reservations Support (65%)*Schedule, meet, advise and communicate with clients regarding all aspects of their meeting room events at the HUB, including furnishings and room design, audiovisual production, catering, decorations and all applicable Washington State, UW and venue policies.*Organize and complete all accounts receivable tasks such as invoicing, posting payments and deposits, posting credits, and reconciling cash register funds; provide historical and comparable statistical reports as relevant to operation.*Review event requests processed by customer service staff for compatibility and compliance with venue as well as the Washington Administrative Code, campus and building policies. *Prepare reports for review of the daily operations plan and its execution for unit at weekly and monthly meetings.*Coordinate weekly and monthly operations meetings to review requests, updates and future proposals with coordinators.*Utilize a specialized event management software & database to monitor scheduled events and meetings at the HUB. Information Desk Support 35%*Train and lead client relation services employees on use of database for organizing detailed event management information as well as accounts receivables data.*Organize and monitor the scheduling of information desk attendants.*Support training and provide on-site work direction of approximately 15-20 student employees. Act as a primary daily on-site resource for all student employees as necessary.*Monitor the processing of items received in the HUB Lost and Found.*Produce, track and pull reports of all items logged in the HUB Lost and found to ensure compliance with the Washington Administrative Code. *Direct the preparation of items for Lost and Found Sale day including preparing items for donation and recycling.*Assist with special event programing within the department and the division by participating as a resource on various committees.Supervision Received/ExercisedSupervised by the Assistant Director for Events and Information. Minimum Qualifications*Two years of college education, including courses in Drama, Education, Communications or related fields; AND two years of public contact experience specifically related to the position.*Some technical experience in audio-visual equipment operations (i.e. setting up, troubleshooting, operating, and maintaining) related to meeting, event and information services. *Additional customer service experience may substitute, year for year, for educational requirements.*Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.*This position involves physical labor; must be willing and able to lift a minimum of 50 pounds as a condition of employment.*Must be willing and able to work weekends and evenings as needed as a condition of employment.Special Skills/Knowledge Preferred*Bachelor's degree preferred.*Prior experience with advanced, related audio-visual equipment (e.g. video production, audio recording/engineering, theatrical lighting systems).*Experience working with students in a University or College setting.*Experience in event planning and technical production preferred.*Experience working with Event Management Software (EMS)*Strong written and verbal communications skills with an emphasis on client relations and/or training employees.Application Process: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, 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.