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Academic Technologies (“AT”) supports teaching and learning technologies as well as formal and informal learning spaces with classroom design, integration, and maintenance service; instructional design and support; and support for several UW event spaces.
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.
We have an outstanding opportunity for a Program Coordinator, AT Event Services.
Under the direct supervision of the Event Services Manager and as a member of the Event Services team, the Program Coordinator is assigned to deliver high-quality service while conducting 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. Further, this position independently advises students, faculty, staff, program participants, and the public regarding program functions and policies.
Duties & Responsibilities
Program Administration (65%)
•Act as the public face for AT Event Services •Create a positive first impression and provide high-quality service to in-person, phone, and electronic requests from clients •Intake and process requests from clients seeking to hold special events in our facilities oFocus will be on classroom spaces •Advise and explain the rules and regulations pertaining to the use of University facilities to clients •Explain facility rental rates and provide preliminary cost estimates to clients •Coordination with clients to ensure consistency and accuracy of event needs •Schedule and conduct site visits and event planning meetings with clientele •Oversee specific event groups such as Registered Student Organizations, VIPs, and others which may require more personal service and event planning assistance •Serve as the primary contact for high profile conferences and events •Develop and maintain mutually beneficial relationships with departmental units and other UW offices involved in the planning and execution of special events
Clerical Tasks (20%)
•Distribute and process various program forms including the Request for Use of University Facilities (RUUF) form, Reservation Confirmation documents, food permits, banquet permits, and more •Intake event reservation confirmation documents including creating a digital copy and processing in Event Management Systems (EMS) software •Work with and maintain positive relationships with our student staff. Ensure client-provided information is communicated to Event Assistants oPrepare reservations for final check ensuring clients has processed all necessary documents and provided sufficient event details oWrite clear and complete instructions for on-site support staff oProofread and prepare daily Service Orders and Setup Worksheets for all student and billable staff shifts
Training and Leadership (10%)
•Assist with training of student employees and occasionally lead daily work •Conduct and maintain at least one student employee training session
•Collect client feedback and prepare reports on program activity •Perform related duties as assigned
•Assists and reports to Event Services Manager •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.
•High school graduation or equivalent AND two years of experience in event coordination and planning OR equivalent education/experience
Additional requirements include:
•This position may be required to provide evening and/or weekend event support •Demonstrated excellent written/oral communication skills, technical documentation skills, user liaison skills, and personal interaction abilities •This position requires business casual attire and at times, depending on event, may be asked to wear business dress attire
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience working with student employees •Experience working in a major research university setting
Conditions of Employment:
•Work in open office environment •Fragrance-free environment •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
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.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.