University of Washington Looking for SPECIAL EVENT/RENTAL COORDINATOR at Seattle, WA Full Time

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.

Our Botanic Gardens has an outstanding opportunity for a Special Event/Rental Coordinator (ERSC). Hours can vary based on event schedules, to include weekend and/or evening hours.

The Event Rental Services Coordinator (ERSC) serves as coordinator for a revenue-generating facility rental program that benefits the Botanic Gardens. The University of Washington Botanic Gardens (UWBG) includes two sites: The Washington Park Arboretum (WPA) and the Center for Urban Horticulture (CUH). Both sites have multi-use buildings. The ERSC represents the Botanic Gardens to clients ranging from the general public, horticultural groups and donors, corporate business clients and University departments. The ERSC organizes and coordinates over 200 events per year, along with another ERSC. The ERSC is NOT required to be on site for each event.

RESPONSIBILITIES:

Coordinate all logistical details of facility rental events including UW Botanic Garden policies, vendor and client needs. Including touring facilities with potential guests, creating room layouts using VISIO, communication with clients and outside vendors. Communicate client needs to internal UW Botanic Gardens hourly staff.

Provide high level of customer service. Respond to inquiries, conduct initial interview and policy overview with clients, including clear communication of UWBG policies and procedures; steward contacts and client relationships to ensure client satisfaction.

Participate in hiring and training of approximately 6 hourly staff. Provides leadership as needed. Coordinate staff schedule and direct the work of staff that represent the face of the Botanic Gardens to rental clients, their guests, and are trusted with ensuring UWBG security.

• Work events as needed. Event work includes setting up tables and chairs as well as A/V equipment (such as hooking up a laptop to LCD projector; setting up and testing wireless microphones, etc.), cleaning up after events such as vacuuming, removing trash, wiping tables/counters/floor etc., and doing other tasks as assigned. • Learn and know security procedures for opening and securing buildings during and after events.

Remain available to clients during their event, and provide friendly service.

MINIMUM REQUIREMENTS:

High school graduation or equivalent AND two years of experience working and managing events OR equivalent education/experience.

DESIRED:

Experience leading employees

Experience creating staff/event schedules.

Skilled in oral and written communication with diverse audiences

Customer service experience from the hospitality industry

Works well independently and as part of a team

Professional demeanor and appearance

Experience with University systems preferred

Experience with A/V troubleshooting

Experience with facility and security management

Experience with VISIO

Experience with EMS (CRM software)

Current CPR/First aid training

WORKING CONDITIONS:

Ability to work evening and weekend events as needed

May need to lift/move 50lbs, bend, stoop, work with hands above shoulder level, climb ladders or steep stairs

Application Process:

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 assessments 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.

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.