UWBG PROGRAM COORDINATOR
Company: University of Washington
Posted on: May 14, 2022
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employee, you will enjoy generous benefits and work/life
For detailed information on Benefits for this position, click here.
- As a UW employee, you have a unique opportunity to change lives
on our campuses, in our state and around the world. UW employees
offer their boundless energy, creative problem solving skills and
dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional
growth opportunities and unique resources in an environment noted
for diversity, intellectual excitement, artistic pursuits and
natural beauty. -
--- This position works primarily at the Washington Park Arboretum,
Graham Visitors Center in the Washington Park Arboretum, but may
also be needed, on occasion, at the Center for Urban
--- Work shift is 40 hours per week 100% FTE, Tuesday - Saturday
Under the general supervision of the Rental and Facilities Program
Manager, the Program Event Coordinator (PEC) serves as the event
planning coordinator for a revenue-generating facility rental
program that benefits the UW Botanic Gardens and as a
representative of the Gardens. The University of Washington Botanic
Gardens (UWBG) includes two sites: Wisteria Hall located in the
Washington Park Arboretum (WPA) and the Center for Urban
Horticulture (CUH). Both sites have multi-use buildings with indoor
and outdoor event spaces. Our clients include the general public,
horticultural groups and donors, corporate business clients and
University departments. This position organizes and coordinates
about 100 events per year, specifically in Wisteria Hall, and also
helps in training and scheduling of hourly event staff. In addition
to coordinating event planning, it will also act as daily front
desk contact for general visitors at the Graham Visitors Center
(GVC) and will also set venue spaces for events when required.
At WPA there are three buildings that include GVC/Wisteria Hall,
the UWBG Greenhouse and the Annex. The Graham Visitors Center (GVC)
houses the Arboretum Foundation offices, a retail shop, UWBG
offices, a visitor information desk in the lobby, Wisteria Hall,
and one small conference room. Wisteria Hall and the surrounding
patios are rented out for meetings, weddings, memorial services,
etc. The greenhouse includes educational and rental wings. The
Annex includes the offices of Curation, Horticulture and Education
Event Coordination -
Coordinates all pre-event logistical details of events for the GVC
venues - including communicating and enforcing venue policies to
staff and clients, showing/touring the facility as needed to
prospective clients. This position also creates room layouts in
Visio software, suggests event timelines, and enters all details
including schematics and most contract details into the reservation
system, EMS. Communicates all details to event staff, client and
other vendors as needed. Follows up with clients post event. Trains
and helps with recruiting Event Staff Assistants (ESA), who setup
chairs, tables and audio/visual (A/V) equipment for the rental
program. Prepares daily instructions and room layouts for ESA's,
who are present at events to monitor space and equipment use during
events. Schedules ESAs for event coverage. Ensures that standards
of cleanliness and customer service are maintained at all times.
Supports the Manager in managing office activities. Assists with
special projects as assigned.
Graham Visitors Center Front Desk Greeter
Opens building to the public, 10 to 4, greets and assists incoming
visitors, (both in person and via phone), making a positive
impression on behalf of the organization and refers questions to
appropriate person, program, or entity. Organizes and maintains
printed information, keeping the materials current for use by the
public while on site. Receives and signs for incoming deliveries.
Acts as liaison with the four main user groups: UW, Arboretum
Foundation (a private non-profit housed at GVC), City of Seattle,
and the general public. Uses presence of mind to deal with odd or
urgent situations and knows when and how to ask for help. Produces
and places informational signs for scheduled events in advance of
event. (Note: While at the front desk it is expected that the PEC
will dedicate significant time to pre-event coordination.)
Ensures both indoor and outdoor event spaces and A/V equipment are
set up and taken down . (Event set up involves following a floor
diagrams, arranging tables and chairs and setting A/V equipment as
indicated both indoors and out). Monitors groups while using the
facility and ensures compliance with facility policies and
procedures. Building security and light custodial work, including
vacuuming, cleaning tables, chairs, counters, etc., may be part of
--- High school graduation or equivalent AND two years of
experience in the program specialty or equivalent
Equivalent education/experience will substitute for all minimum
qualifications except when there are legal requirements, such as a
--- Work experience involving the public, preferably in the
hospitality industry OR equivalent education/experience.
--- Experience directing staff.
--- Direct experience working with the public and customer
--- Demonstrated office/computer skills, including MS-Excel,
MS-Word, email and VISIO.
--- Ability to set up simple A/V systems and familiarity with
setting the rooms for software-based video conferencing (Zoom,
Teams, WebEx, GoTo Meeting, etc.)
--- Physical ability to do work required, including moving 50 lb.
tables and stacks of chairs 10 high.
--- Promptness and a high attention to detail.
--- Excellent customer service and people skills.
--- Ability to work quickly and handle stressful situations.
--- Background in tourism/hospitality industry.
--- Experience or interest in horticulture.
--- Strong organizational and time-management skills.
--- Effective communication skills with staff, clients,
--- Self-assured, good sense of humor and flexible.
--- Able to work efficiently and multi-task.
Note: Proper and ongoing emergency response training is
The application process for UW positions may include completion of
a variety of online assessments to obtain additional information
that will be used in the evaluation process. These assessments may
include Work Authorization, Cover Letter and/or others. Any
assessments that you need to complete will appear on your screen as
soon as you select "Apply to this position". Once you begin an
assessment, it must be completed at that time; if you do not
complete the assessment you will be prompted to do so the next time
you access your "My Jobs" page. If you select to take it later, it
will appear on your "My Jobs" page to take when you are ready.
Please note that your application will not be reviewed, and you
will not be considered for this position until all required
assessments have been completed.
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 .
Committed to attracting and retaining a diverse staff, the
University of Washington will honor your experiences, perspectives
and unique identity. Together, our community strives to create and
maintain working and learning environments that are inclusive,
equitable and welcoming.To request disability accommodation in the
application process, contact the Disability Services Office at
206-543-6450 or email@example.com .COVID-19 VACCINATION
REQUIREMENTGovernor Inslee's Proclamation 21-14.2 requires
employees of higher education and healthcare institutions to be
fully vaccinated against COVID-19 unless a medical or religious
exemption is approved. Being fully vaccinated means that an
individual is at least two weeks past their final dose of an
authorized COVID-19 vaccine regimen. As a condition of employment,
newly hired employees will be required to provide proof of their
COVID-19 vaccination. View the Final candidate guide to COVID-19
vaccination requirement webpage for information about the medical
or religious exemption process for final candidates.
Keywords: University of Washington, Seattle , UWBG PROGRAM COORDINATOR, Other , Seattle, Washington
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