Jobs at Western

Temporary Events Coordinator

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

Position Title Events Coordinator
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

Outreach and Continuing Education (OCE) at Western Washington University expands and diversifies Western’s offerings throughout the Puget Sound region, the state of Washington, and globally to provide learning options for the contemporary student.

OCE connects diverse learners to the Western Experience by collaborating with colleges, departments and the community, linking university resources with educational needs and opportunities —including international education opportunities—in support of the State’s education attainment goals and Western’s strategic goals.

OCE supports Western’s mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement.  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.

For more information on Outreach and Continuing Education, please visit our website.

About the Position

This position provides administrative support to the Conference Services office in coordinating the academic conferences, facilitating the session and abstract submission software and data, provide customer service to submitters and Program Committee members, organize and assist with creation of post-event abstract book and conference reports, as well as providing general office support.

  • Duty: Event & Project Coordination

    Tasks include:

    • 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.
    • Provide content for client’s website: the venue, registration, local information, lodging, travel information, etc.
    • 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.
    • Other duties as assigned

Duty: Administrative Support

Tasks include:

  • 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 set-up, directional signage, A/V set-up, monitoring services, event check-in, customer service/troubleshooting.
  • Other duties as assigned.


Required Qualifications
  • High school graduate or equivalent
  • 2 years of experience in a similar role or equivalent education/experience
  • Valid WA Driver’s License and/or the ability to find transportation to the conference
  • 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
  • Experience working with the scientific community and/or academic conferences
Salary Starts at $14.00/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 continuously

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: 497413
Advertised: Pacific Daylight Time
Applications close:

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