Staff Position

Project Coordinator

Position Details

Job ID # 17-943
Department Conference & Event Services
Reports To Assistant Director of Conference & Event Services

Position Summary

Reporting to the Assistant Director of Conference and Event Services, the Project Coordinator position provides support in all matters relating to conference services, event coordination and project management. This includes planning, coordinating and managing events, conferences and camps for the University while ensuring excellent customer service is provided to our external clients and internal stakeholders. Responsibilities include overseeing the various details required for conferences and events, including lodging, room reservations, catering, audio-visual services, and other event logistics.  This position also assists in booking outside groups for facility rental with the focus of generating revenue for the University. This is a full-time position reporting to the Assistant Director of Conference and Event Services.

Essential Functions

  1. Conference Services Functions
    • Assists in coordinating the logistical details of the universities revenue generating conferences, camps, meetings and events.
    • Works directly with clients, staff, campus partners and student workers of the university including the Housing Director, National Management Services Site Director, Dining Services Director, Campus Security, Media Services, International Student Services department, and the Athletics department to maintain proper planning and communication.
    • Responds promptly and professionally, either in person, by phone or email, to outside clients and internal departments throughout the event planning and booking process.
    • Reviews contracts with clients, assessing their needs and ensuring they are satisfied with services delivered.
    • Pursues new perspective clients and opportunities in the untapped markets for conferences.
    • Communicates pricing for catering and facility fees to clients professionally and accurately.
    • Maintain flexibility to respond personally on-site when necessary, including evenings and weekends, as needed. 
    • Thoroughly knowledgeable with all university facilities, and abide by all policies and procedures associated with events and conferences on campus.
    • Assists in training and supervising student workers.
  2. Special Event Functions
    • Assists in coordinating the event planning and details for special fundraising events including but not limited to: The President’s Banquet, Homecoming, The Scholarship Reception and Christmas Traditions.
    • Works in close collaboration with key departments such as the President’s Office, Development, Athletics, and Marketing to effectively coordinate and communicate event plans.
    • Assists in facilitating event space, hotel arrangements and catering contracts for off-site events, as needed.
    • Assist in establishing and executing event timelines, marketing plans, programming elements and team goals.
    • Manages the details of special events including but not limited to registration, guest check-in, volunteers and event data tracking and entry.
    • Presence at evening and weekend events required, as needed. 
  3. Assists in departmental strategic planning.
  4. Performs other work-related duties as assigned.


  1. Bachelor’s degree (B.A.) from a four-year college or university.
  2. A minimum of two years of event planning experience.
  3. Excellent communication skills.
  4. Strong organizational skills and attention to detail.
  5. Ability to work independently without supervision or assistance.
  6. Customer service and interpersonal skills are required.
  7. Ability to remain calm under pressure.
  8. Ability to simultaneously organize and direct several events concurrently.
  9. Must be collaborative and an effective team member and team builder.
  10. Proficiency with Microsoft Office (Word, Excel, Power Point) and Microsoft Outlook.
  11. Strong project management skills.
  12. Experience with event management and scheduling software(s) preferred.
  13. Develops and adheres to a detailed project timeline.
  14. Ability to work long hours, evenings, and weekends.
  15. Demonstrate commitment to maintaining a safe work environment free of harassment, violence, and unlawful discrimination.
  16. Ability to communicate effectively and professionally with colleagues.

Working Environment

  1. Work is generally performed indoors in a typical office setting. 
  2. Some weekend/evening work required. 
  3. Travel, including overnight travel, may be required.  
  4. Position works with strictly confidential information.
  5. Requires work in outdoor weather conditions, including wet, extreme cold, and extreme heat.
  6. Frequently required to be in front of a computer screen for long periods of time.
  7. Work requires occasional exposure to fumes or airborne particles, toxic chemicals, and blood borne pathogens.
  8. Risk of fire or explosion and electric shock.
  9. May be exposed to loud noise levels.

Physical Demands

The functions are usually performed while standing, but may involve some amount of time sitting, stooping, kneeling, bending, crouching, lifting (max. of 40 lbs.), walking, carrying, reaching, stretching, climbing, perform repetitive motions of the hands or wrists and other movements.  The abilities of seeing, hearing and speaking are also required.  

Lifestyle Standards

Recognize, understand, and agree to live by the spiritual, moral, and ethical standards of Northwest University, as outlined in the Employee Manual.

Application Procedure

Please submit your resume, a letter of interest describing your qualifications, and a completed application form to the Human Resources office. Applications are available online (, or in the Human Resources Office of Northwest University.

You may submit your package by mail, scan and email, or fax.

Northwest University
Attn: Human Resources
PO Box 579
Kirkland, WA 98083-0579
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Fax: (425) 739-0695

Inquiries regarding staff positions may be made to:

Human Resources Office
Northwest University
5520 108th Ave NE, Kirkland, WA 98033
(425) 889-5749
.(JavaScript must be enabled to view this email address)

Northwest University does not discriminate on the basis of race, color, national origin, gender, age, or disability in admissions and access to, employment, or treatment in its programs or activities. Northwest University is an "At Will" employer.

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