Event Operations Coordinator

$50,000 - $54,000/Yr

Seattle University - Seattle, WA

Full-time - Mid Level

Seattle, WA

Educational Services

About the position

Seattle University is seeking an Event Operations Coordinator to join the University Advancement Office, which is dedicated to fostering an anti-racist environment and promoting diversity and inclusion. This full-time position is responsible for ensuring the effective execution of events hosted on campus and at select off-site locations. The Event Operations Coordinator will collaborate closely with the Event Operations Manager and the University Events team to manage event logistics, oversee the Event Operations Crew, and ensure that all events align with the university's mission and values. The role involves leading operations projects, conducting training for student employees, and managing the day-to-day workload of the Crew. The coordinator will also track and maintain event inventory and assets, ensuring that all equipment is in good condition and ready for use. This position requires a strong understanding of event planning, venue management, and policy execution, as well as excellent customer service skills. The Event Operations Coordinator will work primarily from Tuesday to Saturday, with a focus on providing staffing coverage for events scheduled during those days. In addition to overseeing event setups and tear downs, the coordinator will be responsible for creating detailed plans for event layouts, coordinating with external vendors, and ensuring compliance with university policies and local regulations. The ideal candidate will demonstrate strong project management skills, attention to detail, and the ability to work collaboratively with a diverse range of stakeholders. This position is crucial in supporting the university's educational mission and enhancing the overall event experience for attendees.

Responsibilities

• Collaborate with the Event Operations Manager and University Events team to ensure effective event execution.
• Lead operations projects and oversee the day-to-day workload of the Event Operations Crew.
• Develop and conduct operations training for student employees and full-time staff.
• Track, store, maintain, and oversee the repair and replacement of event inventory and assets.
• Coordinate production elements for high-profile events and programs.
• Prepare daily service order schedules and oversee event setups.
• Negotiate service contracts and billing from external vendors and campus service providers.
• Provide on-site supplemental staffing for day-of event management as needed.
• Update event space diagrams and maintain accurate records for billing clients.
• Document department policies and procedures related to event operations.

Requirements

• Bachelor's degree and 2+ years of progressively responsible event experience or equivalent education and experience.
• Experience working in event technology and/or production.
• Strong customer service skills and mindset.
• Excellent project management skills with competing timelines and priorities.
• Strong verbal and written communication skills.
• Ability to utilize Microsoft Office applications effectively.
• Ability to work on nights and weekends as needed.
• Ability to lift up to 50 lbs and assist physically in event setup and breakdown.

Nice-to-haves

• Experience working among diverse communities and equity and inclusion initiatives.
• Work experience in higher education or nonprofit/public sector organizations.
• Proficiency in event management software such as Social Tables, EMS, and Eventbrite.

Benefits

• Wellness program
• Paid holidays
• Disability insurance
• Health insurance
• Dental insurance
• Tuition reimbursement
• Vision insurance
• Retirement plan
• Paid sick time