Event Services Supervisor

Job Description

Academic Technologies (AT) is a unit within Academic Student Affairs (ASA) has an outstanding opportunity for an Event Services Supervisor (Program Support Supervisor 1 (NE S SEIU 925 Supv)) to join their team.

About this Opportunity

AT supports teaching and learning technologies and both formal and informal learning environments through classroom design, system integration, ongoing maintenance, and support for multiple University event spaces.

Under the direction of the Event Services Manager, and as a member of the Academic Technologies Event Services team, the Event Services Supervisor supports the effective delivery of high-quality event and facility services by administering and coordinating day-to-day request intake and activity planning. This position enhances operational efficiency by managing assigned workflows related to the intake, review, and processing of reservation requests for classrooms and event spaces managed by Event Services.

The Event Services Supervisor is responsible for coordinating the planning and logistical details for special events held in general assignment classrooms and premier event venues, ensuring that service requests are accurately reviewed, scheduled, and prepared in accordance with established policies, procedures, and service standards. This position exercises independent judgment within defined program parameters to resolve scheduling conflicts, coordinate resources, and support timely service delivery, while escalating complex policy, financial, or risk-related issues to the Event Services Manager.

By providing operational oversight, workflow coordination, and quality control for event-related services, this position plays a critical role in supporting the Event Services program’s ability to meet customer needs, maintain compliance, and contribute to the University’s instructional and event mission.

This position is responsible for recruiting, training, scheduling, and supervising two to five student employees who support Event Services operations. The Event Services Supervisor trains Student Office Event Assistants (OEAs) to perform Tier 1 Event Services functions, including assisting with event planning activities and guiding clients in navigating University event policies and established procedures. Ensuring consistent service quality while supervising a fluctuating student workforce with varying levels of experience requires ongoing oversight, coaching, and performance management.

In addition to student supervision, this position oversees the daily operational workflow of Event Services, including reviewing and verifying work completed by three (3.0 FTE) Event Services Coordinators. This oversight includes quality control functions such as confirming booking accuracy, adherence to established intake and scheduling procedures, and timely completion of assigned tasks. While this position does not provide formal supervisory authority over FTE staff, it is responsible for monitoring workflow progress, identifying issues, and escalating concerns to the Event Services Manager as appropriate.

This role requires the application of specialized program knowledge and the exercise of independent judgment in interpreting and applying program rules, procedures, and service standards to resolve routine and non-routine operational issues. The Event Services Supervisor must balance competing priorities, address scheduling conflicts, and support consistent policy application across a high-volume intake environment while operating within parameters established by the Event Services Manager.

This position is full-time and works 100% onsite. This position is typically scheduled Monday through Friday, 8:00 a.m. to 5:00 p.m.; however, flexibility in work hours is required to meet operational needs. The Event Services Supervisor must be available to adjust work hours as necessary to support staff, collaborate with colleagues, and ensure effective program operations.

Work outside of standard business hours may be required to accommodate activities such as staff meetings, client consultations, system configuration or maintenance, and support for time-sensitive operational needs. In addition, this position is subject to regular, stringent deadlines aligned with the academic calendar and major University events, which may require extended work hours during peak periods.

Key Responsibilities

Program Administration & Oversight - 50%

• Serve as the primary point of contact for in-person, phone, and electronic client requests, ensuring a high-quality customer service experience.

• Oversee the intake, review, and processing of requests for special events in Academic Technologies Event Services facilities.

• Advise clients on University rules, policies, and procedures related to facility use, and ensure compliance with applicable policies.

• Provide guidance and preliminary cost estimates regarding facility rental rates to support informed client decision-making.

• Coordinate event logistics with clients, including scheduling site visits and planning meetings, to ensure consistency, accuracy, and completeness of event requirements.

• Lead planning for complex or high-profile client requests, including Registered Student Organizations, VIPs, and other events requiring personalized planning support, exercising independent judgment within program parameters.

• Develop, implement, and communicate procedures and policies related to Event Services venues to University units and the broader community.

• Distribute, track, and process program forms and documentation, including requests for Use of University Facilities (UUF), Reservation Confirmations, permits, and other event-related documents.

• Oversee the processing and digital documentation of event reservation confirmations within event management software.

• Assist in the configuration, maintenance, and accurate use of the Mazevo event management web application.

Administration Team Management - 25%

• Recruit, train, schedule, and supervise up to 5 student Office Event Assistants (OEAs).

• Maintain and update interview, training, and onboarding procedures, including developing training modules and courses.

• Assign work and monitor quality and accuracy of tasks performed by student staff; verify work hours and adherence to program procedures.

• Identify and implement professional development and advancement opportunities for student employees, including advanced training for lead roles, with input from the Event Services Manager.

• Provide guidance and oversight to the daily Event Services Coordination Team, including 3 Program Coordinators (FTE), ensuring accurate and timely workflow completion.

• Coordinate with the Classroom Facility & Operations team to ensure complete and accurate information sharing between administrative and operational units.

Client Relations - 15%

• Serve as a primary on-site contact for high-profile and VIP events, facilitating smooth execution and client satisfaction.

• Build and maintain strong, collaborative relationships with University departments and administrative offices involved in event planning and execution.

• Collect program usage data, track key metrics, and prepare reports to support process improvement and operational decision-making.

High Profile Event Coordination and Strategic Planning - 10%

• Assist the Event Services Manager in reviewing historical and current event activity to project future staffing, workload, and budgetary needs.

• Serve as a key operational contact for high-profile and high-security events hosted in Academic Technologies–managed spaces.

• Work collaboratively with the Classroom Facility & Operations Supervisor to ensure smooth end-to-end delivery of services across the wider Event Services team.

• Identify process improvement opportunities, recommend and implement changes to maximize operational efficiency, enhance customer experience, ensure policy compliance, and promote responsible stewardship of program resources.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• High school graduation or equivalent AND three years of applicable experience in the program specialty (program operations, event services, facilities management, business operations, or a closely related field).

Additional Qualifications

• Experience using event management software such as EMS, Mazevo, 25Live, or other.

• Supervisory experience

• Experience working with students or in an education environment.

Working Environment

• Work in a fragrance-free, open and/or shared office environment.

Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Shift:

Temporary or Regular?

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

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.