Job Details

Project and Operations Coordinator

Position Number: 6774971
Location: Seattle, WA
Position Type: Conference and Events Administration

Project and Operations Coordinator

Seattle University

Project and Operations Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Seattle University's Core Competencies

Effective Team Collaboration: Works harmoniously with others towards a common goal, leveraging individual strengths to achieve shared objectives.

Emotionally Intelligent Communication: Engages in a skillful exchange of information, thoughts, and feelings, verbally and non-verbally.

Ethics and Integrity: Demonstrates an unwavering commitment to honesty, professionalism, and alignment with our Jesuit mission in all actions and decisions.

Flexibility and Innovation: Embraces change, approaching problems with curiosity adaptability, and is committed to making a positive impact.

Mindful Inclusion: Fosters mindful inclusion by consciously creating a workplace that celebrates differences, embraces cultural humility, and empowers uniqueness.

Outcomes-Driven Orientation: Sets clear objectives, pursues excellence, and delivers measurable outcomes while upholding Jesuit Catholic values.

Position Description

The Project & Operations Coordinator supports the operational and project management functions that ensure smooth and effective team operations within University Events. Reporting to the Senior Director of University Events, this position drives cross-functional initiatives that enhance efficiency, organization, and impact. This role manages internal processes, system administration, and special projects that strengthen how the University Events team plans, communicates, and delivers high-quality experiences aligned with Seattle University's Jesuit mission and strategic priorities. This role supports the team's event systems, data organization, and process documentation while coordinating staff hiring, onboarding, and engagement activities that foster an inclusive, mission-centered team culture.

The Project & Operations Coordinator will demonstrate excellent customer service qualities, be mission-centered, have an open and proactive creative problem-solving approach, strong relationship-building skills, and contribute to building and supporting diverse and inclusive teams. Strong working knowledge of project coordination, operational support, and ability to learn new software systems is necessary. The position requires a collaborative, resourceful and strategic thinker.

Essential Job Functions

The Project & Operations Coordinator will work with the University Events team to manage and support the forthcoming tasks and projects as follows.

Project Coordination (35%)

Coordinate department initiatives and special projects, tracking timelines, deliverables, and stakeholder communication.
Prepare project documentation, meeting agendas, and post-project summaries to ensure clear communication and accountability.
Support process workflows and form management used across University Events to strengthen consistency and efficiency.

Operations Coordination (30%)

Maintain organized shared folders, forms, and data structures; serve as first point of contact for document management and version control.
Support team operations including hiring, onboarding, and engagement processes that foster an equitable and inclusive work environment.
Coordinate interview logistics, maintain onboarding checklists, and ensure new staff and student employees are welcomed and trained consistently.
Lead internal engagement efforts such as team-building activities, milestone celebrations, and staff recognition.
Manage department inventory, supply purchasing, and the event equipment lending library.
Serve as liaison with University Counsel, Facilities, and Mailing Services to manage contracts, office logistics, and deliveries.
Coordinate office moves, space planning, and related operational needs.

Event Systems Administration (30%)

Support the administration of event software systems (e.g., EMS, Localist), including user permissions, training, troubleshooting, and system updates.
Partner with Information Technology Services (ITS) and vendors to resolve issues, implement enhancements, and coordinate software upgrades or acquisitions.
Support University Events leadership with system contract renewals and license management.
Identify opportunities for system improvement and collaborate with team members to design and implement updates.
Provide reporting and data tracking to enhance system use and inform data-driven decision-making.

Continual Improvement (5%)

Assist with setting metrics and measuring performance of University Events with Key Performance Indicators and providing yearly summary reports on performance.
Assist in the development and/or revision of policies/procedures/guidelines and associated documents related to University Events operations.
Assist in establishing short- and long-term University Events goals and objectives; set priorities and ensure established work standards and procedures comply with operational guidelines.
Support a team culture that is collaborative and inclusionary with a continuous improvement mindset.

Other duties as assigned in support of the priorities of University Advancement and Seattle University.

Qualifications

Bachelor's degree and two or more years of experience working in project coordination, events management, hospitality, or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Strong interpersonal and communication skills (both verbal and written) with ability to work successfully with a wide range of constituents while maintaining a professional composure under stressful situations.
Exemplary attention to detail. Must be able to prioritize and organize activities to accomplish multiple tasks in a fast-paced work environment.
Ability to work well under pressure with demonstrated ability to proactively anticipate next steps, take initiative, exercise discretion, and apply sound judgment.
Experience with office management, human resources, or team operations support.
Proficiency in Adobe Acrobat Professional and Microsoft Office Software: Word, Excel, Outlook and Windows.
Ability to operate creatively, strategically, and consciously in a dynamic, intercultural organization with many communication considerations rooted in culture and tradition.
All candidates must show a demonstrated commitment to diversity and the university's mission, vision, and values.
All positions at Seattle University require a criminal history background check.

Preferred Qualifications

Individual is inspired to work in alignment with the university's mission and values.
Experience working among diverse communities and with equity and inclusion initiative work.
Work experience in higher education and/or nonprofit or public sector organizations.
Possess the ability to work flexible hours, including occasional evenings and weekends.
Experience in special event production in support of donor engagement and stewardship, fundraising, or marketing/sales.
Experience supporting advancement and engagement efforts.
Proven track record of high-level communications with a diverse range of clients, attention to detail and policy enforcement.
A successful candidate will have work experience that demonstrates their ability to work independently and collaboratively given guidelines and priorities.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance

Salary Range: 53,000.00 - 56,000.00 annually

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate's gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/

Hybrid Eligible

This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university's discretion.

All employment offers are contingent upon the successful completion of a background check.

To apply, please visit: https://seattleu.csod.com/ux/ats/careersite/8/home/requisition/3001?c=seattleu