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Events Coordinator 1 - Sponsors

Apply now Work type: Temporary Staff Pool
Location: Bellingham, WA
Categories: Academic Affairs

Position Title Events Coordinator 1 - Sponsors
About the University Western Washington University, with over 15,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 83,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master’s-granting university in the Pacific Northwest, according to the 2017 U.S. News & World Report rankings.
About the Department Extended Education supports Western’s mission to bring together individuals of diverse backgrounds and perspectives in an inclusive, student-centered university that develops the potential of learners and the well-being of communities. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
About the Position

As our Events Coordinator, you will provide administrative support to the Conferences Services office in coordinating the 2019 Salmon Recovery Conference, April 7 - 9, 2019 at the Greater Tacoma Convention Center by managing conference registration and acting as the point person for all sponsors, exhibitors, and invited speakers as well as conference registration.  You will set registration, monitor numbers, and pull reports.  Additionally, you will reach out to previous sponsors and exhibitors to ask for support for 2019's event, set donation tiers, fulfill promised benefits, and track payment, as well as provide general office support.

This is a temporary position - 40 hours per week starting November 1, 2019 - April 30, 2019.  This position will not work more than 1050 hours.

Your duties will include:

  • Event & Project Coordination
    • Set goals, tiers, benefits, fees for the exhibit and sponsor program
    • Collect sponsors and exhibitor leads from previous conferences, manage prospect list, and communicate with leads
    • Track and fulfill sponsor/exhibitor payments and benefits
    • Manage onsite exhibitor hall by assigning booths, ensuring name tags are created, determine venue security create/share venue unload/load procedures, and order Wi-Fi and power
    • Establish and implement event timelines as necessary to meet the needs of client and service providers
    • Assist and advise committee members on speaker hosting responsibilities 
    • Coordinate with Extended Education's Student & Course Services unit on registration set-up, rosters/name tags, and troubleshooting registration issues
    • Pull reports from registration software and write queries in order to present relevant data to various parties
    • Coordinate with Extended Education's Business Services unit for the initiation of invoicing, payments, service contracts, and other fiscal and administrative duties
    • Confirm final presentation arrangements, including audio visual equipment requirements, hand-outs, and any other presenter or invited speaker needs or requests
    • Respond to presenter and invited speaker requests for information about travel and lodging
    • Coordinate the collection of speaker biographical information, photograph, and tiles of talks for program and distribute to marketing, as appropriate 
  • Administrative Support
    • Provide on-site event coordination including: facility setup, directional signage, A/V setup, monitoring services, event check-in, customer service/troubleshooting
    • Answer phone calls and respond to emails in a professional manner
    • Create documents, spreadsheets, presentation materials, etc. as requested
    • Monitor, enter data, and pull reports from university systems to include: Millennium Banner, iModules, etc.
    • Organize shared drive folders, save and label documentation and files for easy search and retrieval
    • Perform other duties as assigned
Required Qualifications
  • High school graduate or equivalent 
  • Valid driver's license or ability to find transportation to conference site
  • Two years of experience in conference and event planning in a higher education setting (degree and 1 year of experience can substitute)
  • Experience with Smartsheet and Office 365 or their equivalents
  • Direct experience working with sponsors, large donors, exhibitors and vendors
  • Proficient in Microsoft Office programs with emphasis in Outlook, Excel, and Access
  • Ability to lift 25 lbs
Preferred Qualifications
  • Bachelors degree
  • Experience with Banner software and iModules
  • Experience with academic conferences
  • Experience with databases and BIQuery
Salary Starts at $13.26/hour depending on experience and qualifications
Bargaining Unit This position is part of bargaining unit A and is covered by the collective bargaining agreement with the Washington Federation of State Employees.
Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications.

Please include the names and contact information of three professional references.

Closing Date Notes Position is open until filled

Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Vice Provost for Equal Opportunity and Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay);

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).

Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act").  It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus.  The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters.  You can obtain a copy of this report in printed or alternate formats by contacting the office of the Vice President for enrollment and Student Services.  The report can be found at

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires.

Job no: 496096
Advertised: Pacific Daylight Time
Applications close:

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