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State of Washington Classified Job Specification

EVENTS COORDINATOR 3

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EVENTS COORDINATOR 3
111C
Category: Administrative Services

Definition

Positions at this level work independently with limited supervision. Incumbents plan, arrange, and coordinate a wide variety of support services for events such as, complex single-day conferences, multi-day conferences, seminars, and workshops requiring complicated planning and coordination of details. Incumbents represent conference services to outside organizations and the community; plan and coordinate all support services for conferences and conference-related functions, seminars, and workshops; contact speakers, compile conference materials, coordinate registration, make facility arrangements, negotiate services and costs, develop conference budgets, and process billing. Incumbents independently coordinate repeat programs and assist program leader with the development of new programs.

Typical Work

Schedules meeting rooms, facilities, meals, lodging, and media equipment;  

Negotiates services and costs; develops contracts; plans and develops conference operations budgets; prepares and processes billing, speaker fees, and other fiscal transactions; approves expenditures within program plans;  

Advises staff, event organizers, contractors and others on program matters and/or decisions of major significance that may affect the organization as a whole;  

Facilitates conference planning and evaluation meetings; plans and monitors conference deadlines;  

In conjunction with program sponsor, develops publicity material; contacts news media; issues news releases; compiles mailing lists;  

Oversees and monitors compliance with applicable laws, regulations, policies, emergency procedures, and ADA compliance during programs/events;  

May supervise lower level staff;  

Performs other work as required.

Legal Requirement(s)

There may be instances where individual positions must have additional licenses or certification. It is the employer’s responsibility to ensure the appropriate licenses/certifications are obtained for each position. 

Desirable Qualifications

Positions typically require high school graduation and four years of progressively responsible work experience involving public contact such as secretarial, sales promotion, setting up conferences, public information, or in the hospitality industry.  

Class Specification History

New classes effective: June 1, 2005; Conference Coordinator 3 (replaces 2020 Conference Coordinator II).
Revise class title at the August 9, 2012 Director’s Meeting, effective August 10, 2012; formerly 111C Conference Coordinator 3, which was established on June 1, 2005 when it replaced 2020 Conference Coordinator II.

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