Program And Event Coordinator (Program Coordinator)

Job Description

PROGRAM AND EVENT COORDINATOR (PROGRAM COORDINATOR)

Req #: 221280 Department: UW FACILITIES: MAINTENANCE & CONSTRUCTION Appointing Department Web Address: https://facilities.uw.edu/ Job Location: Remote/Hybrid, Seattle Campus Job Location Detail: open to hybrid work schedule (combination in-office + remote) Posting Date: 07/14/2023 Closing Info: Closes On 07/27/2023 Salary: $3640.00 - $4864.00 per month Other Compensation: Union Position: Yes Shift: First Shift Benefits: 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.

Work schedule: M - F; 7:00am-3:30pm

Please note that this position has been re-posted. If you have already submitted your application, you need not submit it again, as it has already been received.

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
UW Facilities manages the University’s buildings, infrastructure and land, with more than 1,100 employees in a variety of fields. The Asset Management group includes Capital & Space Management, Real Estate, Sustainability and other teams responsible for planning and workload management. The Operations group includes Project Delivery, Maintenance & Construction, Campus Energy, Utilities & Operations, Building Services, Transportation Services and Safety. Supporting these groups, as well as the separate Emergency Management team, are the Business Intelligence & Information Technology group and the Finance & Administration group. Please visit the UW Facilities web page for more information: UW Facilities .
Maintenance & Construction (M&C) and is responsible for general maintenance, repair, and renovations of all University of Washington (UW) main campus facilities including building interiors, exteriors, and grounds, as well as logistics, moving, and disposal of surplus equipment and furniture. Campus Energy, Utilities & Operations (CEUO) maintains and operates critical building systems including fire/life safety systems, elevator systems, building environmental systems and controls, and central clock systems.
We have an outstanding opportunity for a Program and Event Coordinator (Program Coordinator) .
Under the general direction of the Executive Assistant, provide high-level confidential administrative support to the Leadership of M&C and CEUO and coordinate all outdoor spaces available in the reservation program.
Primary Duties and Responsibilities
Event Planning and Coordination
• Work closely with Grounds Manager and act as point of contact for all outdoor venue spaces available through the reservation program.
• Work closely with the Office of Special Programs to facilitate the outdoor event approval process.
• Adhere to the Use of University Facilities (UUF) policy.
• Follow UUF application process.
• Stay informed of process changes, policies and procedures to have the most accurate information for clients.
• Ensure continuous communication with reservation contacts both internal to the University and external members of the community.
• Coordinate staffing requests to Maintenance Zones to support events as needed.
Maintenance Program Support
• Prepare correspondence, records, reports, forms, memoranda, organizational charts, phone lists, license expiration spreadsheet, and other material for M&C and CEUO.
• Under supervision of the Executive Assistant facilitate the M&C and CEUO recruitment process, including intake process for new hires.
• Ensure continuous effective customer service for incoming communications.
• Coordinate with UW Facilities Partner Resources personnel to handle the processing of the FMLA and Disability Accommodation policies and procedures for employees.
• Employ AiM, computerized maintenance management system, to monitor and resolve issues regarding budgetary requests, payroll discrepancies, and the purchase of departmental equipment.
• Use UW and internal software including Workday, eProcurement and TMS to obtain information.
• Maintain filing systems, including departmental employee files.
• Coordinate office equipment ordering and maintain records of purchase.
• Maintain official Plant Services bulletin boards.
• Follow University Records Retention Schedule requirements.
Organizational Leadership and Engagement
• Positively support all management directives and actively promote the purpose and foundational values of M&C and CEUO.
• Adhere to M&C and CEUO protocols and all UW and UW Facilities policies and procedures including the Individual Accountability Protocols (IAP).
• Participate in and follow through with M&C and CEUO process improvement initiatives including promoting employee engagement in continuous improvements and innovation.
• Actively participate in meetings and trainings as scheduled.
Coordination
• Communicate and coordinate with personnel, other UW Facilities shops as well as external business partners such Partner Resources to facilitate work.
• Promote excellent customer service through effective, courteous, and professional interactions with clients, colleagues and the campus community.
• Participate in peer unit meetings for the purpose of standardizing implementation of department-wide policies and procedures.
Other
• Other duties as required
Core Competencies
• Demonstrate personal integrity and trustworthiness.
• Manage stressful situations and changing priorities effectively.
• Anticipate, recognize and resolve problems.
• Be responsible and accountable.
• Use organizational skills and provide attention to details.
• Maintain a positive, optimistic, and success-oriented attitude.
• Exercise professionalism, which includes being tactful and courteous.
• Exhibit a professional work ethic.
• Continuously promote a safe work environment.
Requirements include:
• High School graduation or equivalent AND two years of experience in events coordination OR equivalent education/experience.
Additional Requirements include:
• Excellent interpersonal and oral/written communication skills and a proven ability to work successfully with people at all levels throughout the organization and with a wide range of internal and external stakeholders.
• Able to maintain professional behavior and composure in a fas- paced, dynamic, customer service-driven environment.
• Excellent problem-solving skills.
• Able to anticipate and recognize problems, and develop and implement creative, cost-effective solutions.
• Able to function within a complex regulatory environment.
• Demonstrated ability to effectively interpret and apply standards, regulations, policies, and procedures.
• Excellent organizational skills.
• Able to work independently and successfully prioritize and coordinate multiple programs and assigned tasks.
• Demonstrated flexibility to meet changing and unpredictable requirements.
• Must possess strong personal integrity, trustworthiness, and professional work ethic.
• Demonstrated positive, optimistic, success-oriented attitude and ability to positively support the organization, applicable policies, and management decisions.
• Proven ability to take direction, meet expectations, and work cohesively as a member of a team.
• Demonstrated proficiency with standard productivity software including Microsoft Office Suite or equivalent products.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Desired:
• Demonstrated successful experience with computerized maintenance management systems.
• Demonstrated experience with UW procedures and processes.
• Demonstrated experience providing administrative support to senior management personnel.
• Demonstrated experience in a skilled trade work environment.
• Demonstrated experience working in a customer service-oriented operation.
• Possession of a valid Washington State driver’s license.
Conditions of Employment:
• While usual hours fall within standard business hours, work may be required during hours beyond standard business hours.
• Work is normally performed in a typical interior/office environment; however, work may include incidental outdoor or fieldwork with exposure to the elements and variable weather conditions.
• Work is performed in an open office environment – successful candidates will possess the concentration and social skills necessary to work in that environment.
• Must be able to work in a non-smoking environment.
• Regular and predictable attendance is required.
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 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.

Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .

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