PROGRAM COORDINATOR, MBA RECRUITING

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 MBA Admissions team is seeking a Program Coordinator to support MBA Recruiting initiatives through event planning and day-of event support; track prospective student event registrants & coordinate outreach and follow-up efforts; track inventory of admissions items and materials; process paperwork for event purchases in the MBA Program Office.
RESPONSIBILITIES:
Recruiting and Admissions Event Support: (70%)
• Work with individual admissions staff to envision and plan events according to best practices under strict deadlines: Research and evaluate potential venues and room set up, and options for catering, hotels, transportation, gifts, equipment, décor, etc. Make joint decisions based on event needs as determined by Sr. Associate Director of Admissions and Associate Directors, Admissions.
• Act as departmental liaison to build and nurture relationships between MBA Admissions and other Foster departments, UW entities, and external vendors to plan and execute events; Foster Dean's Office, facilities, finance, IT, procurement, classroom services, printing, catering, lodging, transport, etc. Maintain a comprehensive database of relevant contacts.
• Negotiate contracts, solicit bids, make purchasing decisions, and allocate event resources to contain costs, track expenses, and stay within budget.
• Design and own reimbursement stipend processing and ensure timely vendor payment in accordance with policy in partnership with Foster/UW finance and IT teams.
• Work with Sr. Associate Director to determine event staffing needs; delegate roles and responsibilities, train, and oversee student volunteer and employee involvement and execution (including interdepartmental and director level employees) prior to and during events.
• Design, produce and prepare materials such as signs, nametags, handouts, promotional materials, publications, web content, and other media for on and off-campus events.
• Lead day-of event logistics and coordinate event staff: catering, posting signs, registration, staff schedule and communications strategy for real-time troubleshooting, clean up, etc.
• Meet and greet prospective students visiting campus and answer questions about the event.
• Create virtual event rooms and corresponding tech set up, coordinating volunteers and processing gift orders.
Database Support (20%)
• Manage guest lists and logistical communications prior to and during events.
• Report to event owner: track registration and attendance for events using CRM software
• Create events in Linvio/Salseforce, registration forms, travel reimbursement forms and auto email registration confirmation and reminder messages.
MBA Program Operations: (10%)
• Track inventory of Foster-branded items and make purchases as necessary following UW policies and procedures.
• Process reimbursements and invoices for travel-related purchases.
• Serve as back-up for front desk coverage during staff absences.
MINIMUM REQUIREMENTS:
Bachelor's degree. Two years of experience in alumni relations, development, public relations, or event planning, demonstrating excellent verbal and written skills, organizational skills and ability to work independently and as part of a team.
OR
Equivalent education/experience.
ADDITIONAL REQUIREMENTS:
• Demonstrable attention to detail.
• Proficiency with Microsoft Office - specifically, intermediate skills in Outlook, Excel and Word. Experience using a database or CRM.
• Excellent organization skills.
• Strong communication skills.
• Flexible work schedule and availability for events on evenings and weekends.
• Ability to handle multiple projects with frequently occurring deadlines in a fast-paced environment.
• Willingness to assume new tasks and special projects.
DESIRED:
• Bachelor's degree strongly preferred.
• Experience with event planning and day-of event support.
• Experience in a university setting.
• Experience with University of Washington systems and understanding of UW policies.
• Experience with Salesforce / Linvio or other CRM event management and reporting software.
• HTML skills.
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.
The University of Washington is an affirmative action and equal opportunity employer. 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 dso@uw.edu.
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.