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Job Description

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.

The Information School has an outstanding temporary opportunity for an Event Coordinator for the Information School (Conference Coordinator 1 NE H NI SEIU 925 Non Supv).

Position Purpose

The University of Washington Information School seeks an experienced event planner or operations/admin professional to offer timely support to the School’s growing portfolio of events. The Event Coordinator will lead planning for the Information School’s largest public event in 2026: Our 25th anniversary community celebration event, slated to occur in Fall. They will also add critical capacity and event planning expertise to support event leaders from across the school who are planning key annual events (see list below). Specific responsibilities include agenda, timeline and execution support. The Event Coordinator will manage event workload across the academic year, balancing priorities and aligning the event portfolio in consultation with school leadership to support strategic goals and capacity planning. The Event Coordinator also develops and shares event planning resources with faculty, staff, registered student organizations, and research centers within the Information School community, and provides consultation support for smaller events led by these groups. This is a temporary position with the potential for extension beyond one year or conversion to a permanent role, contingent upon funding availability and organizational need.

In the Information School there is an expectation that all faculty and staff will step up where they see an opportunity to apply their special expertise or talents, speak up when they identify opportunities or concerns, and lead by taking actions that exemplify the School’s core values. Leadership within the Information School is expressed in diverse ways reflecting the variety of styles and cultures that are represented by our faculty and staff.

Job Duties and Responsibilities

Event Planning, Coordination, and Management (75%)

+ Support the coordination of event planning efforts to align with the school’s strategic goals, in collaboration with Deans, Associate Deans, and Directors, by contributing logistical insights and helping implement the school’s vision for visibility through events.

+ **UW Information School’s 25th Anniversary** event **:** _Coordinate planning and execution of in collaboration with the Dean’s Office, Communications and Advancement teams to integrate anniversary themes and touchpoints into other school events throughout the year._

+ **Convocation** , in coordination with Academics, Advancement and Communications teams: _A formal academic ceremony that celebrates student milestones, fosters community, and marks the beginning or completion of academic journeys._

+ **Research Fair** , in coordination with Research Services: _A showcase of student and faculty research projects designed to promote scholarly engagement, interdisciplinary collaboration, and visibility of ongoing research within the Information School._

+ **Mignon Lecture** , in coordination with Research Services and Faculty Affairs teams: _A distinguished lecture series, which brings renowned scholars and practitioners to campus to share insights on topics relevant to library and information science, honoring the legacy of Mignon Moore._

+ **Spencer Shaw Endowed Lecture Series** , in coordination with the Beverly Cleary Professor for Children and Youth Service and Advancement: _This annual lecture featuring a leading figure in children's literature speaks to library students, teachers, librarians, alumni and community members._

+ **Showcase** , in coordination with Academics: _The Information School’s end-of-year celebratory event where students present their academic work to peers, faculty, and industry professionals, highlighting their academic achievements and professional readiness._

+ **iWelcome** , in coordination with Academics: _The Information School’s annual welcome event that fosters community among new students through interactive activities, resource sharing, and celebratory programming._

+ Manage comprehensive event timelines, facilitate planning meetings, and coordinate with internal stakeholders to ensure alignment and smooth execution.

+ Partner with units to manage event budgets, ensuring responsible financial stewardship and alignment with school priorities.

+ Lead day-of event logistics, including vendor coordination, setup, troubleshooting, and on-site support to ensure a seamless experience for attendees.

+ Conduct post-event evaluations to gather feedback and identify opportunities for improvement in future planning.

+ In consultation with Communications, prepare, compile, and assemble printed and digital conference materials, including brochures, publicity releases, and course content, and coordinate reproduction and distribution.

Event Resources and Consultation (20%)

+ Curate and maintain a comprehensive SharePoint site of event planning resources tailored to the needs of iSchool faculty, staff, and students, while also serving as a resource by consulting with faculty, staff, and students on events they are planning.

+ Research and document on-campus and off-campus venue options, including reservation procedures, capacity details, accessibility features, and technology availability.

+ Identify and compile catering options that align with university policies and diverse dietary needs, including preferred vendors and budget-friendly alternatives.

+ Develop streamlined workflows and checklists to support efficient planning of small-scale events such as workshops, guest lectures, student meetups, and faculty gatherings.

+ Create and distribute planning guides and templates to empower faculty, staff, and student groups to independently manage their events with confidence.

+ Continuously evaluate and update event planning resources based on user feedback, vendor changes, and university guidelines.

Other – 5%

+ Attend iSchool and UW meetings and events as needed.

+ Participate in professional development opportunities to expand the knowledge base for the position.

+ Supervisor Responsibilities

+ The Event Project Manager role does not supervise full time employees, but may supervise vendors and student employees that assist with event planning and delivery.

Minimum Qualifications

+ High school graduation and two years’ work experience involving public contact such as secretarial, sales promotion, public information, or in the hospitality industry.

+ Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Desired Qualifications

+ Bachelor’s degree in event management, business administration, or other related field.

+ Excellent written and verbal communication skills, and strong interpersonal skills; ability to maintain a professional demeanor at all times.

+ Exhibit a proactive, service-oriented manner and ability to deal effectively with a diverse and demanding client base.

+ Ability to research and synthesize information and communicate it effectively to lay audiences in verbal and written form.

+ Deep familiarity with calendaring software solutions, office related software, and communication tools, recognized as a resource for others to use in dealing with complex logistic scenarios.

+ In-depth understanding of organizational structure both within and outside the work unit.

+ Excellent organizational, time management and decision-making skills.

+ Ability to handle confidential information with tact, discretion, and diplomacy, and to maintain strict confidentiality.

Position Dimensions and Impact to the University

The Event Project Coordinator plays a central role in the visibility and activities of the school, including routine and ad hoc high impact events that support the school’s operations, presence, and relevance locally, regionally, in the state, and in the world. This role creates the capacity for the school to consistently deliver high quality academics, research, and public events that prominently position the Information School and support its strategic goals.

Position Complexities

The Information School has an entrepreneurial spirit and regularly envisions or re-envisions events to meet strategic goals, or respond to events in the world. This position is a key role in enabling the Information School and communities to come together, in person, online, on-campus, and off, often on short time scales in response to these changes. Event manager roles often have scope creep, and so this role is charged with managing its own scope, in consultation with the Dean, and in alignment with the school’s strategic vision.

Conditions of Employment

+ Local travel may be required and encouraged for professional development.

+ Work is primarily contained within weekday mornings and afternoons. Some job duties will require participation at events during evening hours and weekends.

+ Must be able to lift, push, and pull up to 50 lbs as needed, using proper body mechanics.

+ Position may require physical exertion including bending, reaching, and standing for extended periods.

+ Travel between Information School workspaces on and off main campus will be required.

+ Onsite work on Seattle UW campus is required for this position. Remote work is subject to supervisor approval.

+ This is a temporary position with the potential for extension beyond one year or conversion to a permanent role, contingent upon funding availability and organizational need.

Compensation, Benefits and Position Details

Pay Range Minimum:

$21.28 hourly

Pay Range Maximum:

$26.98 hourly

Other Compensation:

-

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-temporary-per-diem-and-less-than-half-time/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a temporary position

FTE (Full-Time Equivalent):

0.00%

Union/Bargaining Unit:

SEIU Local 925 Nonsupervisory

About the UW

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is proud to be an affirmative action and equal opportunity employer (https://hr.uw.edu/eoaa/) . All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected] .

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 (https://app.leg.wa.gov/RCW/default.aspx?cite=28B.112.080) .

University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.