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Events Coordinator 1 - Abstracts

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

Position Title Events Coordinator 1 - Abstracts
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 1 - Abstracts, you will provide administrative support to the Conference Services office in coordinating the 2019 Salmon Recovery Conference, April 7 - 9, 2019 at the Greater Tacoma Convention Center, by facilitating the session and abstract submission software and data; providing customer service to submitters and program committee members; organizing creation of the conference program and post-event abstract book; working as liaison between Extended Education's Marketing Department and the client as well as providing general office support.

This is a temporary 40 hour a week position starting October 15, 2018 and ending April 15, 2019.  This position will work no more than 1050 hours.

Your responsibilities will include:

  • Event & Project Coordination
    • Execute, curate, and monitor the abstract management software including submission timeline, Call for Sessions, Call for Abstracts, review process, and data exporting
    • Plan output from abstract management system to support production of conference program; assist with editing session descriptions for the conference program
    • Provide customer service to reviewers, authors, and committee members via phone and email concerning the abstract system and software
    • Provide content for client's website: the venue, registration, local information, lodging, travel information, etc.
    • Serve as liaison between EE's Marketing Department and the client
    • Coordinate with EE's Marketing Manager, Program Committee, and reviewers to facilitate Call for Session, Call for Abstracts, reminder emails, printed conference program and other supporting materials
    • Generate regular reports from the abstract management software that track submissions, status, and program assignment for the Program Committee
    • Facilitate the poster session by coordinating poster location assignments, working with venue to establish the maximum number of posters permitted, organizing electric and Wi-Fi access as needed, and planning on-site check-in of poster presenters 
  • Administrative Support
    • Answer phone calls, and respond to emails in a professional manner
    • Create documents, spreadsheets, presentation materials, etc. as requested
    • Cross reference authors to registered participants to ensure all accepted authors register for the conference
    • Provide on-site event coordination including: facility setup, directional signage, A/V setup, monitoring services, event check-in, customer service/troubleshooting
  • Other Duties as Assigned
Required Qualifications
  • High school graduate or equivalent
  • Valid driver's license and/or the ability to find transportation to the conference
  • Two years of experience in conference and event planning in a higher education setting (degree and 1 year of experience can substitute)
  • Proficient in Smartsheet and Office 365
  • Direct experience working with online abstract management systems
  • Proficient in Microsoft Office programs with an emphasis on Excel
  • Ability to lift 25 lbs
Preferred Qualifications
  • Bachelor's degree
  • Experience working with the scientific community and/or academic conferences
Salary Starts at $13.26/hour depending on experience
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: 496107
Advertised: Pacific Daylight Time
Applications close:

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