UWBG PROGRAM COORDINATOR

Company: University of Washington
Location: Seattle
Posted on: May 14, 2022

Job Description:

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to content Notes: As a UW employee, you will enjoy generous benefits and work/life programs.
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 Horticulture.
--- Work shift is 40 hours per week 100% FTE, Tuesday - Saturday 8:30A-5:00P

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 staff.

RESPONSIBILITIES:

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.)

Event Support

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 the job.


MINIMUM REQUIREMENTS:

--- High school graduation or equivalent AND two years of experience in the program specialty or equivalent education/experience

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

DESIRED:

--- 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 service.
--- 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, volunteers.
--- Self-assured, good sense of humor and flexible.
--- Able to work efficiently and multi-task.

WORKING CONDITIONS:

Note: Proper and ongoing emergency response training is included.

Application Process:
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 dso@uw.edu .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.

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