Conference Coordinator

Job Description

CONFERENCE COORDINATOR

Req #: 245374 Department: COLLEGE OF EDUCATION Appointing Department Web Address: https://education.uw.edu/ Job Location: Seattle Campus Posting Date: 04/16/2025 Closing Info: Closes On 04/23/2025 Salary: $3,749 - $5,010 per month Other Compensation: Union Position: Yes Limited Recruitment: Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. 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. 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.
The Conference Coordinator 2 will be responsible for planning, coordinating and providing specialized support for complex multi-day events including conferences, seminars, institutes, and workshops. In addition, this position will be responsible for developing and maintaining conference websites, managing on-line registration sites, and managing on-line submission forms and data. This position will represent the institution and will interface with faculty, speakers, committee members, conference participants, and outside clients including representatives from government agencies, industry or professional societies who seek to partner with the University in support of an educational meeting. Additionally, the Conference Coordinator 2 will interpret policies and procedures specific to self-sustaining continuing education conferences and events.
DUTIES AND RESPONSIBILITIES

Independently or with a conference team, plan and coordinate arrangements for conferences, seminars, meetings, and institutes.

According to program plan, schedule meeting rooms, facilities, meals, lodging, and media equipment.

Negotiate services and costs; plan and develop conference operations budget; prepare and process billing, speaker fees, and other fiscal transactions; monitor budgets; review financial statements.

Work in close cooperation with conference planning committees and boards; facilitate conference planning meetings; advise committees with regard to effective meeting organization and conference format; assist conference committee in post-conference evaluation.

Develop promotional materials for print or electronic distribution; assist in the development of conference marketing plans.

Develop conference planning timelines; plan and monitor conference deadlines; advise conference committees with regard to realistic timetables for conference-related tasks.

Gather, edit, and prepare detailed conference program content for print and web distribution; monitor conference websites and work in partnership with clients.

Coordinate the collection of submitted abstracts for scientific meetings; use database software to manage the data; assist in management and publishing of conference abstracts or papers.

Plan and coordinate complex exhibit programs, social events, tours, and special events offered in conjunction with conferences.

Establish and maintain records and files; record statistical information; prepare reports regarding program operations and outcome.

Perform related duties as required.
MINIMUM REQUIREMENTS

High School graduation and four years' of progressively responsible work experience involving public contact such as sales promotion, public information, or in the hospitality industry or equivalent education/experience.
ADDITIONAL REQUIREMENTS

Excellent customer and public relations skills; strong oral and written communication skills; demonstrated ability to work under pressure and manage several complex tasks simultaneously.

Ability to work well with limited supervision.

Occasional overtime including weekend and evening work are required.

Experience with Microsoft Office Suite
DESIRED QUALIFICATIONS

Bachelor’s degree in Business Administration, Humanities or a related field.

Previous experience involving conference management or the coordination of educational programs.

Experience using Word and Excel.

Basic familiarity with HTML and CSS.

Experience with one or more of the following: Cvent, Smartsheet, Photoshop, InDesign, Wordpress.

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 .

Open to Department employees only If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply.