Program Coordinator - Events Services

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 Vice Provost of Academic and Student Affairs (ASA), oversees the work of teams focused on pilot and project support and advancement, the Center for Teaching and Learning, Academic Technologies, and Enrollment Management with the mission of enhancing the student experience for all students, inside and outside the classroom. The goals of ASA include supporting faculty excellence and innovation in teaching and learning; promoting access, engagement, and success of a diverse student body; and creating graduate leaders in life and career.

Academic Technologies (AT) is a unit within ASA, which provides formal and informal learning spaces with classroom design, integration, maintenance, and event service. AT Events Services & AT Classroom Technology serves as revenue generation sources for the University of Washington to rent classroom and event spaces to internal and external clients when not in use by registered classes. The generated revenue subsidizes, in part, maintenance and renovation costs related to facilities, equipment, and technology utilized for teaching and learning, as well as managed events. This subsidization allows the UW to provide faculty and students with the latest technology and upgraded furnishings whenever possible to enhance and enrich the learning experience. AT Learning Technologies supports the implementation and utilization of a diverse array of instructional technologies in classrooms, which aim to improve the facilitation of teaching and learning campus-wide. These instructional technologies allow faculty to showcase instructional content in more meaningful ways and provide students with resources to explore and learn while in and out of the classroom.

Under the direct supervision of the Event Services Operations Supervisor and as a member of the Event Services team, the Event Services Operations Coordinator is assigned to deliver high-quality technical and customer service while supporting daily team operations. This position performs work using knowledge and experience specific to the program while exercising independent judgment in interpreting and applying program rules and regulations.

DUTIES AND RESPONSIBILITIES

Program Administration (45%)

• Monitor and assist with evening and other large-scale events in premier classrooms.

o Lead student employees to ensure they arrive on time for events; perform equipment set-up, tear-down and equipment operations using current equipment and technologies as needed; assist when necessary.

o Meet with client on-site at events and work with Event Assistant to resolve any challenges which may arise.

o Monitor event space lobbies during large/multiple events providing crowd control as needed.

o Escalate unresolved equipment problems/issues to the Classroom Technology team for resolution.

o Complete emergency light cleaning (e.g., bagging trash, wiping surfaces, running vacuum, etc.) when UW Custodial Services personnel are unable to prepare event venues in a timely manner prior to the start of the event.

o Oversee recycle, compost, and landfill containers and policies within Event Services spaces. Order items as required to maintain this service.

• Monitor communication channels such as phone, voicemail, and slack to receive reports regarding event issues in group 1 and 2 classrooms.

• Provide timely assistance to requests utilizing the evening student event assistant team as necessary.

• Conduct building sweeps to check that access has been properly secured after evening events have concluded in any general assignment classroom.

• Attend event planning site-visits with Event Coordination team to provide AV and logistical expertise.

• Obtain knowledge regarding equipment variables in Event Services spaces and advise Event Coordination team when necessary.

• Serve as Event Services liaison to Classroom Technology team including relaying information and cross training in skills between both teams.

Inventory Management (20%)

• Maintain AT equipment pool and fulfill daily equipment maintenance and equipment pulls for events, faculty, and classes.

• Maintain order and cleanliness in all Event Services areas including storage rooms, booths, AV pools, and closets.

• Track AV and furniture inventory.

• Through training and self-directed research, remain familiar with latest audio-visual and event equipment to best advise Event Services team on inventory improvements.

Technology Administration and Data Management (20%)

• Ensure high-quality, professional level automated video and/or audio recordings are completed and delivered.

• Oversee and maintain Crestron-enabled iPads for Event Assistant use.

• Remain familiar with latest troubleshooting techniques and procedures, updates, new equipment, and other tools as well as required UW and AT training via classes or on-line.

• Create and distribute event schedules for Event Services spaces.

• Create and distribute Event Assistant Service Order PDFs daily.

• Create, maintain, and track Facility Services records for Kane Hall building issues. Meet with Campus Facilities to ensure issues are properly resolved.

• Maintain and adapt the Event Services website as required.

Training and Leadership (15%)

• Provide basic equipment and refresh training for Event Assistants (student employees).

o Train students on operation and proper use of the equipment in equipment pool, proper equipment pick-up and return procedures, proper utilization of AV systems.

• Provide on-site AV equipment training as needed to faculty, staff, students, and guests.

• Provide support to student staff during daily closing shifts.

Relationships:

• Assists and reports to the Event Services Operations Supervisor.

• Interacts with clients including but not limited to Deans, Department Chairs, Faculty, Event Planners, Student Employees and RSO student groups, off-campus clients, general public, etc.

Work Schedule:

• Standard working hours of duty are 11:00 AM - 8:00 PM Monday through Friday with an hour for meal break.

• Standard work schedule is subject to temporary change as business needs require.

MINIMUM REQUIREMENTS

High school diploma AND two years of experience in event planning, management, and operations/logistics -- OR - equivalent education/experience.

ADDITIONAL REQUIREMENTS

• Experience with event related AV coordination, setup, and troubleshooting.

• Demonstrate excellent written/oral communication skills, technical documentation skills, user liaison skills, and personal interaction abilities.

• Demonstrate ability to work with minimum supervision both independently and as part of a team.

• Ability to de-escalate tense situations when under pressure.

• Must be able to perform tasks associated with operation of commercial audio and video equipment including lifting and carrying up to 45lbs of bulky equipment and/or tools, bending, squatting, climbing, reaching above shoulder heights, grasping, and fine manipulation.

• This position requires business casual attire and at times, depending on event, may be asked to wear business dress attire.

WORKING CONDITIONS

• Work in open office environment.

• Fragrance free environment.

• A satisfactory outcome from a criminal history verification is required prior to hire.