PROGRAM COORDINATOR, SPECIAL EVENTS AND OPERATIONS

Req #: 233671

Department: INTERCOLLEGIATE ATHLETICS

Posting Date: 05/01/2024

Closing Info

Closes On 05/15/2024

Salary: $3,640 - $4,864 per month

Shift: First Shift

Notes

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. (~~~)

Washington Athletics aims to inspire champions in competition and in the classroom. We exist to enrich the lives of students to positively impact our community and world for generations to come. Operating with the four core values of growth mindset, committed service, humility and grit, the Huskies choose to lead by example. All Husky Athletics staff make an IMPACT by committing to creating a purpose driven culture that impacts students and our greater community. We engage in GROWTH through dynamic conversations, embracing creativity, and recognizing that every challenge represents an opportunity to learn. We are a COMMUNITY who strive to create experiences for our stakeholders every single day. At our core is the belief that INCLUSION means creating spaces and places that reflect equity, advocacy and belonging for all.

With over 650 student-athletes participating in UW's 22 sports programs, the department of Intercollegiate Athletics is committed to providing student-athletes with the ability to compete for national and conference championships while working toward a degree from one of the world's leading public research universities.

For more detailed information, please visit our Washington Athletics Candidate Dashboard. ( ~~~) Overview -
Assist with the operations of the Event & Facility Management Department. Establish and maintain an organizational culture that emphasizes service to customers, including coaches, staff, student-athletes, the general public, vendors and contractors.

Reports to the Assistant Director of Event Management.

Event Management (40%) -

• Act as event manager on-site for special events for internal and external stake holders.

• Communicate with potential users related to facility availability and scheduling walk-throughs.

• Coordinate event and facility logistics for special event rentals by working directly with internal and external partners, including but not limited to, IT, audio, video, graphic design, web design, facilities, equipment and concessions.

• Create floor plans and event diagrams for special events.

• Coordinate set-ups and tear-downs for special events.

• Create invoices and track billing, expenses, and other related paperwork.

• Schedule internal meeting and event spaces.

• Assist with scheduling and leading facility tours as part of the ICA Tours Program.

• Act as the on-site event manager and game day administrator for assigned sports. Responsible for coordinating overall day of game operations, including staffing, ordering supplies and rental equipment, and communicating with visiting teams, officials, TV, and support staff.

• Oversee game day hourly support staff during events.

• Assist with post-season events as assigned.

• Assist with football game day managing the Dawg Sled and Wheelchair Assist Program, fan entry, hourly support staff, vendors and premium spaces. Office Operations (30%) -

• Hold Workday security/administrative roles to perform time tracking functions for assigned organizations, onboard and process new hourly employees and paperwork, and to allocate payments from the proper budget numbers. Review time and leave entries. Initiate reports to verify entries and accuracy in accordance with policies and procedures. Monitor employee shifts, review and add premium pay where applicable. Make entries or corrections to time and leave when necessary. Audit records as needed.

• Assist with facility maintenance budgets by monitoring budget status, paying invoices and actively tracking expenses within a budget software system. Facility Operations (30%) -

• Assist with monitoring the stadium lighting system (Lutron) and adjust lighting schedule for events, as required.

• Assist with elevator operations, schedules and systems.

• Order supplies and rental equipment for event and facility operations. Schedule and coordinate hourly support staffing with internal, campus, and external groups. Support special facility maintenance and enhancement projects as assigned.

• Assist with ICA mail operations and shipping.

• Assist with facility and event set-ups in various spaces throughout the Athletic Village including coordinating staffing and schedules.This position is designated as one that performs an "essential function". This position's incumbent must continue to report to work in the event that the University suspends operations because of severe weather, natural disaster, or other emergency conditions.Compliance with the rules and regulations of the University, the NCAA, the Conference, the State of Washington and any other governing body is of paramount importance to the University. The overall responsibility of this position is for the successful operation of the program in full compliance with all such rules and regulations. As a condition of employment, the Employee shall be required to participate in rules education programs offered by the Department of Intercollegiate Athletics. Minimum Requirements - High school graduation or equivalent and two years of experience in the program specialty, or equivalent education/experience. Additional Requirements - Ability to manage many tasks at once; work independently; have strong organizational and communication skills; available to work nights, weekends, and holidays for events. Desired - Bachelor's degree desired. Typical Schedule - 8:00am-4:30pm, Monday - Friday.

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.