Job Details

Event Operations Coordinator
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Position Number: 5522414
Location: Seattle, WA
Position Type: Conference and Events Administration

Event Operations Coordinator

Seattle University

Event Operations Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: On-site

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.

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 Description

Collaborating with the Event Operations Manager and members of the University Events team, the Event Operations Coordinator ensures effective and efficient event execution for all events hosted on Seattle University's campus and a limited number of off-site university events. In partnership with the Event Operations Manager, this position leads operations projects, participates in the hiring, onboarding and supervising the student Event Operations Crew ("Crew"), develops and conducts operations trainings for student employees and full-time staff, and oversees day-to-day workload of Crew and a student Event Operations Lead. The Event Operations team tracks, stores, maintains, and oversees the repair and replacement of event inventory and assets. Due to the complex production requirements of select events, this position supports the coordination of production elements of some high-profile events and programs.

Position Summary

Reporting to the Director of University Events, the Event Operations Coordinator oversees facility set up and tear down for events, meetings, and conferences hosted at Seattle University. This role uses expertise and best practices to oversee the successful and professional execution of event layouts while maintaining a safe work environment. This role is responsible for scheduling Event Operations Crew student workers, overseeing event setups, leading operations projects in collaboration with the Event Operations Manager, and developing and leading operations trainings for student workers and full-time staff. The Event Operations Coordinator supports a diverse array of events that further the university's educational mission, strategic, and business plans.

Because this position oversees the production of events on campus, this position typically works Tuesday-Saturday from 7:30 a.m. to 4:00 p.m. to provide staffing coverage, however, the work schedule may be adjusted according to the weekly event needs.

The Event Operations 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. Working knowledge of event planning and coordinating, venue management, and policy execution is a must. This position requires an individual who is collaborative, creative, and resourceful with excellent customer service skills.

Essential Job Functions

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

Event Operations Coordination & Project Management (45%)

Oversee the preparation of the daily service order schedule for pre-arranged days of the week, to be split with the Event Operations Manager.
Oversee and assist with event sets.
In collaboration with University Events team members, utilize event coordination and production expertise to project manage and implement the production elements of the university's most complex, production-heavy events.
Create and execute detailed plans for event layout and arrangements, audiovisual equipment setup and support, external vendor orders, and other event details as needed. Coordinate with members of the University Events team to ensure all event coordination details are managed.
Proactively anticipate needs and advise clients in best practices of event logistics for the efficient and effective use of university and external vendor resources.
Track fees for events that will have labor charges and communicate with the Budget & Operations Coordinator and assigned Event Coordinator to ensure labor hours are appropriately billed.
Negotiate service contracts and billing from external vendors and campus service providers on behalf of clients.
Prepare and track detailed account records and billing summaries for operations elements of events and summer conferences.
Support review of external venue and vendor contracts, arrangement of delivery, setup and removal of Seattle University equipment to and from external event venues, and coordination of supplemental staffing needs for day-of on-site event management as needed.
Provide on-site supplemental staffing needs for day-of on-site event management as needed.
Update all event space diagrams in Social Tables as needed.
In collaboration with the Event Operations Manager and Director of University events, develop and lead operations projects related to our operational success, including but not limited to equipment inventories, training and resource development, operations manuals, etc.
In collaboration with the Director and Sr. Director of University Events, ensures operations comply with the strategic goals and vision of the University.
Provide estimates on labor hours and costs, both for regular event support scheduling and in cases where University Events may implement any new proposed processes or procedures.
Supports a team culture that is collaborative and inclusionary with a continuous improvement mindset.
Supports and engages in functional cross training with all University Events team members.
Assist with setting metrics and measuring performance of University Events with Key Performance Indicators and providing yearly summary reports on performance.

Student Supervision (25%)

Implement department staffing request policies and procedures. Set Event Operations Crew weekly schedules no later than two weeks in advance in alignment with the needs of the event schedule, ensuring all customer needs are met without excess labor charges.
In collaboration with the Event Operations Manager, oversee day-to-day workload of Event Operations Crew members.
Develop and conduct regular training with student employees to ensure ongoing professional formation and strengthening effectiveness of the team.
Coach and manage corrective processes for student employees as needed.
Adheres to departmental, University and government standards for student supervision.
Collaborate with the Event Operations Manager to strategically hire and onboard all new Crew members.
Train and oversee Crew members on safety best practices while setting up, tearing down and transporting event equipment across campus, especially while using the department truck to transport equipment.
Support the maintenance of a procedural manual and overall departmental student employee training programs and materials.
Maintain communication channels to ensure that timely information and updates are disseminated to student workers.
Assists all University Events full-time staff with the supervision and mentorship of all University Events student employees, with an emphasis on SU's mission of educating the whole person, professional formation, and empowering leaders for a just and humane world.

Inventory Management (15%)

Track, store, maintain, and oversee the repair and replacement of University Events equipment, inventory, and assets.
Determine and document the lifespan of all University Events assets; provide plans and timelines for each asset's replacement, assigning to appropriate budget years. Research replacement equipment and materials; provide options to University Events Leadership.
Monitor and maintain safe, clean, and organized equipment storage areas.
Oversee receipt of shipments from clients as well as materials storage and distribution of materials to clients. Ensure accurate recordkeeping is maintained to allow billing clients for lost materials.
Review all event service orders and diagrams prior to setup to ensure accuracy, feasibility, and adherence to fire code. Address necessary changes with event production coordinators.
Ensure appropriate equipment is being used in each indoor and outdoor event space.
Update equipment inventories in EMS and Social Tables.

Operations Policy and Procedure (10%)

Under the direction of the Director of University Events, document department policies and procedures as they relate to event Operations.
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.
Ensure compliance with city, county, state, and Federal regulations; enforce university policies.
Determine event spaces' fire code requirements and maximum capacities and work with the Seattle Fire Marshal to ensure compliance with fire code. Document fire code requirements and train University Events staff in fire code compliance issues. Oversee updating of Event Management Software with fire code and maximum capacity information.
Provide guidance to University Events staff and clients on Place of Assembly, Parade, Special Event, and curb closure permits.
Contribute to and maintain University Events policies and procedures manuals.
Proposes opportunities for continuous process improvement.
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.
Regularly assess external vendors to ensure that Seattle University is continually given excellent rates and services.
Negotiate agreements and prepare contracts for external vendor services, equipment, and support.
Acts as single point of contact for vendors.
Review vendor invoices for accuracy and provide financial data and reconciliation to involved departments.
Attends assigned or appropriate ad hoc meetings with service providers and provides 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.
Act as liaison to Seattle Fire Marshal department to ensure effective communications between the government agency and Seattle University. Provide diagrams for special use permits and schedule inspections as needed. Communicate updated fire code information to the University Events team.
Other duties as assigned and as relevant to the success of event organizers, student workers, and the UE team.

Qualifications

Bachelor's degree and 2+ years of progressively responsible event experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Experience working in event technology and/or production.
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), Conference Programmer, 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 - $54,000

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/

To apply, please visit: https://seattleu.csod.com/ats/careersite/JobDetails.aspx?id=2575&site=2