Events Coordinator (Program Coordinator)

Schedule: Standard business hours are from 8am to 5pm, with the ability to adjust work schedule to align with permitted events which include nights, weekends or holidays. Schedules may vary between Legislative Session and interim based on available coverage and permit forecasting. An alternative work schedule will be considered at the incumbent’s request, subject to supervisor’s approval. What you will be doing: You will be responsible for the coordination of permitted events on the Capitol Campus, addressing customer questions, planning, setup and day of oversight for events. You will serve as a DES ambassador addressing issues and educating visitors of campus rules, ensuring safe and equitable access to the Capitol Campus for event organizers and their attendees. You will coordinate with the Visitor Services team, building tenants, stakeholders, Washington State Patrol and various DES teams to ensure smooth operations while balancing impacts on the business of government, protection of campus assets and first amendment rights. Work is performed indoors in an office environment as well as outside on the campus grounds in the elements. You will provide regular event setup which includes lifting and moving equipment such as chairs, tables, stanchions, and AV equipment. You will also support setup and movement of basic safety or security equipment to include barricades, cones and various types of signage. You will often work in crowded halls and other environments with significant amounts of people and elevated noise levels.

Duties require the use of standard office furniture and equipment (e.g., desk, filing cabinets, computer, printer, telephone, copy/printer machines) in addition to event-related equipment (e.g. chairs, AV equipment, podium, cones, tables, sandwich boards). You will frequently interact with visitors, customers, tenants, legislators, and other staff by answering questions, providing access, or addressing issues or concerns they may have. This position may involve interacting with these various groups in person, over the phone, through email or other electronic communication.

Some of what you’ll do:• Provide welcoming, professional and responsive customer service to visitors, event organizers, legislators, state employees and members of the public.

• Use various computer applications and programs to monitor events shared inbox and phone, plan event logistics, create diagrams, take payments, create signage or troubleshoot AV equipment.
• Assist customers with the permit request and reservation system, website or relevant forms.
• Anticipate visitor and event needs and proactively address potential service issues to minimize disruptions and improve the overall customer experience.
• Provide Front of the House management for events, event staff/volunteer supervision, vendor management, alcohol management and conflict resolution, escalating security and safety issues as needed.
• Support the Visitor Services team as staff shortages occur by providing support for building operations, tours, volunteers and the public as needed.
• Recognize and report reoccurring visitor concerns, service barriers and operational issues to supervisors and appropriate program staff to support continuous improvement.
• Provide campus and building oversight, acting as the DES representative for enforcing DES rules and policies, explains rules to event attendees, employees and visitors.
• Work closely and collaborate with Capitol Security personnel, DES Buildings & Grounds, security partners and stakeholders to address issues, identify conflicts and plan for use of public space.

REQUIRED: Two years of experience in any combination of the following:

• Interpreting and enforcing rules and regulations.
• Organizing large and complex events.
• Customer service.

**Post high school or equivalent education in Public Administration, Social Sciences, Communications or related field may be considered on a year for year basis.

Required Equity competencies State of Washington Employees contribute to ensuring services, programs, workplaces, and interactions are responsive, respectful, accessible, and effective to the people and communities we serve. Employees are expected to:

• Take action to learn and Grow: Demonstrate a willingness to learn from new experiences, seek feedback, consider different perspectives, and continuously improve knowledge, skills, communication, and approaches to work.
• Take action to meet the needs of others: Seek to understand the needs and experiences of customers, coworkers, and communities. Identify barriers to access and participation and address them before they become obstacles for the people we serve, providing support that is respectful, timely, and effective.

PREFERRED:

• Navigating political or highly charged groups or customers.
• Community, youth and public engagement.
• Knowledge of civics, the legislative process and/or Washington State history.

How to apply: Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:

• A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting;
• A current resume, detailing experience, and education; and
• A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)

NOTE: By submitting these materials, you are indicating that all information is true and correct. The state may verify information. Any untruthful or misleading information is cause for removal from the applicant pool or dismissal if employed. A resume will not substitute for completing the “duties summary” section or supplemental questions of the application. Please do not “refer to resume” for detail, or your application may be disqualified. Union Inclusion: This position is included in a bargaining unit represented by the Washington Federation of State Employees (WFSE). Washington Fair Chance ActWe are committed to providing equitable access to employment opportunities. If a criminal background check is required for employment at an agency, it will occur only after a conditional offer of employment has been made and accepted. Applicants are not required to disclose criminal history during the hiring process prior to a conditional offer. Criminal history will not automatically exclude an applicant from consideration and will be reviewed on an individual basis consistent with applicable law and the requirements of the position.

Learn more about the Washington Fair Chance Act: Washington Fair Chance act guide

Opportunity for All: Washington state celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws.

You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.

Contact us: For questions about this recruitment or to request a reasonable accommodation in the application process, contact Angie Anderson at [email protected].

Applicants who are deaf or hard of hearing may call 7-1-1 or 1-800-833-6388 or access the Washington Relay Service.