Client Program Coordinator Jobs in Seattle, WA (NOW HIRING)

Job Description

Academic Technologies Events Services has an outstanding opportunity for a Program Coordinator to join their team.

About this Opportunity

Reporting to the Event Services Manager with day-to-day guidance of the Event Services Supervisor, the Program Coordinator is responsible for providing professional-level coordination and administration of Event Services operations. This position supports daily program activities by managing event requests, coordinating schedules, and ensuring accurate application of University policies and procedures related to facility use.

The Program Coordinator performs work requiring specialized knowledge of Event Services operations and exercises independent judgment in interpreting and applying established rules and regulations. This position independently advises students, faculty, staff, program participants, and members of the public regarding program services, policies, procedures, and event logistics, and coordinates activities to ensure alignment with program standards and University requirements.

The Program Coordinator position may be required to provide evening and/or weekend event support. This position requires business casual attire and at times, depending on event, may be asked to wear business dress attire.

Key Responsibilities

Program Administration (65%)

• Serve as a primary point of contact for Academic Technologies Event Services, providing professional, high-quality service to in-person, phone, and electronic client inquiries.

• Coordinate and process requests from clients seeking to hold special events in Academic Technologies-managed facilities.

• Advise clients on University policies, rules, and procedures related to the use of University facilities, ensuring accurate interpretation and consistent application of established requirements.

• Explain facility rental rates and provide preliminary cost estimates to support client planning and decision-making.

• Coordinate directly with clients to ensure event requirements are complete, accurate, and consistent with program standards.

• Schedule and conduct site visits and event planning meetings to support successful event execution.

• Coordinate assigned event groups, including Registered Student Organizations, VIP events, and other requests requiring enhanced planning support or personalized service.

• Serve as a primary operational contact for high-profile conferences and events, within established program parameters.

• Develop and maintain effective working relationships with University departments and administrative offices involved in the planning and execution of special events.

Program Coordination & Documentation (20%)

• Distribute, collect, and process program forms and documentation, including requests for Use of University Facilities (UUF), Reservation Confirmations, food permits, banquet permits, and related materials.

• Process event reservation documentation by creating and maintaining digital records and updating event management systems in accordance with established procedures.

• Coordinate with student Event Assistants to ensure accurate communication of client requirements and event details.

• Prepare reservations for final review by verifying that required documentation is complete and event details are sufficient.

• Draft clear and accurate instructions for on-site support staff.

• Review and prepare daily service orders and setup worksheets to support event execution.

Training and Functional Leadership (10%)

• Assist with the training of student employees and provide functional guidance during daily operations as assigned.

• Conduct and maintain at least one student employee training session related to Event Services procedures, systems, or customer service standards.

Reporting and Related Duties (5%)

• Collect client feedback and compile basic reports related to program activity and service delivery.

• Perform related duties as assigned in support of Event Services operations.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• High school graduation or equivalent AND two years of experience in the program specialty.

• Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Preferred Qualifications

• Demonstrated excellence in written and oral communication, including the ability to produce clear technical or procedural documentation and effectively serve as a liaison between program staff, clients, and stakeholders.

• Experience working with and supporting student employees in a customer-facing or program support environment.

• Experience working within a large, complex organization, preferably a major research university or higher education setting.

About the Team

Academic Technologies (AT) Event Services supports the University of Washington by coordinating the use of classrooms and event spaces for instructional, co-curricular, and public events when facilities are not scheduled for registered classes. Revenue generated through these services helps offset facility, equipment, and technology maintenance and supports the continued enhancement of teaching and learning environments across campus.

Compensation, Benefits and Position Details

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About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

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.