FACILITIES SERVICES
Job Description
Transportation Services
Program Coordinator
Job Code: 7256 – Contract Classified
Program Coordinator Special Events
Department Introduction:
Transportation Services provides innovative and sustainable transportation solutions that facilitate the educational,
research, cultural and service missions of the University. TS supports the UW campus with the following: Parking, Transit,
Bicycling, Walking, Rideshare, Fleet Services, UW Shuttles, and Transportation Planning & Construction.
Job Purpose:
Perform specialized technical/clerical coordination duties to support the Events Office within Transportation Services
programs and services.
Under general direction, this position will promote, provide information about, coordinate, and assign, department and
guest event parking arrangements. Additionally, this position will represent the office when dealing with clients, event
attendees and/or members of the public. This position is also responsible for anticipating and planning event parking
logistics.
The position will have extensive involvement with students, staff, the public and/or agencies in carrying out program
activities; coordinate and schedule program activities; and monitor program activities to determine consistency with goals.
Tasks may include interpretation of policies, procedures and regulations, budget coordination/administration, independent
functioning and typical public contact. Under general direction, perform work requiring knowledge and experience specific
to Events. This position is expected to be flexible and perform routine and unanticipated duties.
Duties and Responsibilities:
 Provide students, staff, program participants and/or the public with information and interpretation of policies and
activities related to the Event parking program of Transportation Services at the University of Washington
 Responsible for maintaining cross-functional relationships with workgroups within Transportation Services and
with the campus community
 Serve as a primary contact for clients; assist campus and client event coordinators with planning their events;
provide information regarding program policies and activities; perform a variety of public relations functions;
confer with other campus departments and outside agencies; serve as resource person for campus committees
concerned with program operations
 Coordinate and assign department and guest event parking arrangements; assign parking based on disability
requirements, time of day, number of attendees and presence of other campus events; coordinate event support
parking arrangements that can include caterers, buses, media, and vendor vehicles; and coordinate with campus
or other resources for placement of event way finding, pedestrian and traffic control equipment
 Perform complex scheduling including independently prioritizing needs of program clients
 Create, compile and distribute information relative to program activities; coordinate and complete mailings as
needed for events handled through the Events Office
 Compose and/or review parking information distributed to event attendees, the public, or high-profile guests;
advise campus and client event coordinators on changes to printed and electronic materials provided to guests
and/or event attendees
 Compose written communications, correspondence, printed and electronic materials, and establish and maintain
records relating to program operations; establish and maintain records and files, record statistical information;
prepare narrative and/or statistical reports regarding program operations
 Assist with staffed event preparation and occasionally work at staffed events
 Coordinate and schedule meetings/appointments for the Events Office
 May perform complex word processing tasks such as merging and sorting, integrating text with graphics,
spreadsheets and data base files, uploading and downloading and creating footnotes and outlines
 Use scheduling, spreadsheet, word processing, calendar and graphics software, to develop and maintain records
 May order, receive and maintain inventory
05/08/14
Page 1 of 2




Assist with event staffing recruitment activities as needed
Support Events Supervisory staff, as needed
Perform other duties as assigned
Regular and predictable attendance is required
Core Competencies:
 Demonstrate personal integrity and trustworthiness
 Manage stressful situations and changing priorities effectively
 Anticipate, recognize and resolve problems
 Be responsible and accountable
 Use organizational skills and provide attention to details
 Maintain a positive, optimistic and success-oriented attitude
 Exercise professional demeanor, which includes being tactful and courteous
 Exhibit a professional work ethic
 Continuously promote a safe work environment
Required Skills, Experience and Knowledge:
 High school graduation or equivalent AND two years of experience in the program specialty OR equivalent
education/experience
 Demonstrated customer service experience and exceptional customer service skills
 Good interpersonal communication skills: works well and cooperatively with all supervisors, peers and customers
 Demonstrated experience using tact and diplomacy when interacting with personnel at all levels within an
organization
 Excellent written and verbal communications skills
 Outstanding organizational skills
 Exceptional data entry skills
 Basic knowledge of Microsoft Publisher, Microsoft Visio, Adobe Photoshop, Microsoft PowerPoint, Adobe
Acrobat
 Have knowledge and understand of safe work practices and policies
 Must be able to wear all proper Personal Protective Equipment (PPE) as required
 Must be able to follow written and/or verbal instructions and communicate in English regarding the use of
chemicals, supplies, and equipment; comply with safety policies and procedures
Desirable Skills, Experience and Knowledge:
 Experience working in a fast-paced office environment
 Ability to be creative within program guidelines
 Prior experience working with persons with disabilities and/or customers/clients with mobility needs
 Proficiency in working with Event Management Systems software (EMS)
 Proven skillful implementation of procedures, regulations and policies
 Prior experience working in the field of event planning
Conditions of Employment:
 Must be able to stand and/or walk for long periods of time
 Must be able to lift 30 pounds
 Must be able to work in all weather conditions
 Adheres to work-place safety practices
 A satisfactory outcome from a criminal background verification will be required prior to hire
05/08/14
Page 2 of 2