Event Operations Coordinator

$50,000 - $54,000/Yr

Seattle University - Seattle, WA

Full-time - Entry Level

Seattle, WA

Educational Services

About the position

The Event Operations Coordinator at Seattle University plays a crucial role in ensuring the successful execution of events hosted on campus and at select off-site locations. This position collaborates closely with the Event Operations Manager and the University Events team to manage various operational aspects of event planning and execution. The coordinator is responsible for overseeing the daily service order schedule, assisting with event setups, and utilizing event coordination expertise to manage complex production elements for high-profile events. This includes creating detailed plans for event layouts, audiovisual setups, and coordinating with external vendors to ensure all logistical details are effectively managed. The coordinator also tracks event-related fees and communicates with budget coordinators to ensure accurate billing for labor hours. In addition to event coordination, the Event Operations Coordinator supervises the student Event Operations Crew, ensuring that staffing needs are met and that all crew members are trained in safety best practices. This role requires a strong commitment to diversity and inclusion, as the coordinator will work with a diverse range of clientele and colleagues, fostering an inclusive environment that aligns with the university's mission and values. The position also involves inventory management, where the coordinator tracks and maintains event equipment and assets, ensuring that all materials are organized and in good condition for use. The Event Operations Coordinator is expected to work primarily from Tuesday to Saturday, with a schedule that may adjust based on event needs. This role requires excellent customer service skills, strong project management abilities, and a collaborative approach to working with various stakeholders within the university. The coordinator will also be involved in policy enforcement related to event operations, ensuring compliance with university and governmental regulations. Overall, this position is integral to the university's mission of providing high-quality events that support its educational goals.

Responsibilities

• 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.
• 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.
• 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.
• Develop and lead operations projects related to operational success, including equipment inventories, training and resource development, operations manuals, etc.
• Ensure operations comply with the strategic goals and vision of the University.
• Provide estimates on labor hours and costs for event support scheduling and new proposed processes or procedures.
• Support a team culture that is collaborative and inclusionary with a continuous improvement mindset.
• Assist with setting metrics and measuring performance of University Events with Key Performance Indicators and providing yearly summary reports on performance.
• Implement department staffing request policies and procedures, setting Event Operations Crew weekly schedules.
• 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.
• Track, store, maintain, and oversee the repair and replacement of University Events equipment, inventory, and assets.
• Document department policies and procedures as they relate to event operations.
• Develop and maintain excellent working relationships with campus service providers and external vendors.

Requirements

• 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.
• Strong customer service skills and mindset.
• 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, lifting up to 50 lbs.
• Ability to operate creatively, strategically, and consciously in a dynamic, intercultural organization.

Nice-to-haves

• 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.
• Proficiency in Social Tables, Event Management System (EMS), Conference Programmer, Eventbrite, and other event software or platforms.

Benefits

• Choose from three different medical plans, a dental, and vision insurance programs.
• Life, short & long-term disability coverage.
• Up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of voluntary contributions up to a maximum of 5%.
• 100% paid tuition benefits for the employee and dependents.
• Subsidized transportation benefit.
• Wellness program with free access to an onsite fitness facility.
• Generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave.