星空传媒

Conference and Event Services Coordinator (Temporary)

Position Details

Position Summary

The Coordinator of Conference and Event Services is responsible for planning, coordination, and execution of external groups renting facility space at the University including overseeing event services, facilities use, and arrangements for scheduled conferences, meetings, seminars, and summer group bookings. This position is responsible for managing the details of some events with internal partners for room reservations, event set-up, AVL needs, and catering (Sodexo). The Assistant must be able to communicate knowledgably and professionally with all stakeholders at all levels of the institution in order to ensure the delivery of successful conferences and events.

This is a temporary 20 hours per week position reporting to the Chief Financial Officer, beginning in July 2025.

Essential Functions

Conference Services Functions

1. Provide necessary management of all booked conferences and events, as well as serve as a resource for departments hosting internal conferences, events, and meetings.
2. Coordinate with other departments and decision-making groups at 星空传媒, including maintenance, catering, IT, security, housing, athletics, calendaring committee and others.
3. Be thoroughly knowledgeable with all university facilities and develop and maintain all policies and procedures associated with events and conferences on campus.
4. Prepare, collect and record paperwork, event orders, and invoices.
5. Be available to aid in any questions, last-minute needs, and shifts, requiring some flexibility and quick problem solving.
6. Be available to respond on site, as needed, in the evening and on weekends.
7. Communicate with outside organizations with professionalism and courtesy.

Special Event Functions

1. Aids in the event planning details for annual fundraising events including: Alumni & Parent Relations Events, Homecoming and Family Weekend, and other high impact fundraising and donor cultivation events.
2. Oversee communication with all departments affected by event operations including National Management, Sodexo Dining Services, Campus Security, Media Services, International Student Services, Housing and Athletics.
3. Brainstorm, purchase, and plan out décor for events.
4. Recruit volunteers and delegate responsibilities for events; hold volunteer meetings and training sessions.
5. Performs other work-related duties as assigned.

Education/Experience/Skills

1. Preferred to have a Bachelor’s degree (B.A.) from a four-year college or university.
2. One to two years of direct experience working in one or more of the following areas: conference services, event planning, special event fundraising, project management, hospitality management, and/or marketing.
3. Excellent and proven organizational, interpersonal, written and communication skills.
4. Must be detail oriented while maintaining a strategic perspective.
5. Ability to remain calm under pressure.
6. Negotiation skills.
7. Ability to simultaneously organize and direct several events concurrently.
8. Proficiency with Microsoft Office 365 (Outlook, Word, Excel, Power Point), Microsoft Teams and familiar with Customer Relations Management systems (preferably Salesforce).
9. Strong project management skills.
10. Develops and adheres to a detailed project timeline.
11. Ability to work long hours, evenings, and weekends.
12. Demonstrate commitment to maintaining a safe work environment free of harassment, violence, and unlawful discrimination.
13. Ability to communicate effectively, get along well with co-workers, and deal effectively and professionally with colleagues.

Working Environment

1. Work is generally performed indoors in a typical office setting.
2. Some weekend/evening work required.
3. Travel, including overnight travel, may be required. 
4. Position works with confidential information.
5. Frequently required to be in front of a computer screen for long periods of time.

Physical Demands

The functions are usually performed while sitting, but may involve some amount of time standing, stooping, kneeling, bending, crouching, lifting (max. of 40 lbs.), walking, carrying, reaching, stretching, climbing, perform repetitive motions of the hands or wrists and other movements.  The abilities of seeing, hearing and speaking are also required. 

Compensation

Based on education and experience, the position has a hiring range of $20.50/hour to $22.50/hour.

Lifestyle Standards

Recognize, understand, and agree to live by the spiritual, moral, and ethical standards of 星空传媒, as outlined in the Employee Manual.

Application Procedure

Please submit your resume, a letter of interest describing your qualifications, and a completed application form to the Human Resources office. Applications are available online (www.northwestu.edu/jobs), or in the Human Resources Office of 星空传媒.

You may submit your package by mail or email.

星空传媒
Attn: Human Resources
PO Box 579
Kirkland, WA 98083-0579
.(JavaScript must be enabled to view this email address)

Inquiries regarding staff positions may be made to:

Human Resources Office
星空传媒
5520 108th Ave NE, Kirkland, WA 98033
(425) 889-5749
.(JavaScript must be enabled to view this email address)

星空传媒 does not discriminate on the basis of race, color, national origin, gender, age, or disability in admissions and access to, employment, or treatment in its programs or activities. 星空传媒 is an "At Will" employer.

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