Engagement Coordinator

About the role

UW Tacoma seeks an Engagement Coordinator to create meaningful opportunities for alumni, donors, community partners, families and other stakeholders to connect with the campus through events, programs and engagement activities. Reporting to the Director for Strategic Engagement, this role coordinates logistics, communications and project support to deliver welcoming experiences that strengthen relationships and foster a vibrant UW Tacoma community.

Responsibilities

• Event and Engagement Support (40%)
  • Coordinate and support alumni, donor, community, family, stewardship and campus engagement events and activities.
  • Manage event logistics, including facilities, catering, audiovisual support, signage, accessibility accommodations, guest services, parking, vendor coordination and event materials.
  • Serve as a primary point of contact for assigned events and engagement activities, working with campus partners, vendors, volunteers, student staff and participants.
  • Coordinate registration, participant communications and on-site event support, including guest assistance and issue resolution.
  • Support post-event activities, including attendance tracking, documentation, invoice follow-up and collection of event materials.
• Communications and Constituent Support (20%)
  • Draft and distribute event communications, informational materials, reminders and follow-up correspondence.
  • Serve as a professional and responsive point of contact, responding to routine inquiries, resolving operational questions and elevating more complex issues as needed.
  • Prepare briefing materials, presentations, signage and other engagement resources.
  • Support stewardship, recognition, sponsorship and engagement efforts through coordination of communications, materials and logistics.
• Project and Administrative Coordination (15%)
  • Support the Director for Strategic Engagement in maintaining project plans, timelines, schedules and task lists for engagement initiatives and events.
  • Coordinate planning meetings, site visits, walkthroughs and other event preparation activities.
  • Manage vendor communications, service requests and related coordination in accordance with university policies and procedures.
  • Monitor inventory of event supplies, promotional items and engagement materials, coordinating replenishment as needed.
  • Support budget administration through purchasing coordination, invoice tracking and documentation of event-related expenses.
• Records, Reporting and Assessment Support (15%)
  • Maintain accurate event, participation and engagement records within university systems.
  • Track attendance, participation, volunteer involvement and engagement activity outcomes to support planning, evaluation and reporting.
  • Assist with surveys, participant feedback collection and post-event reporting and documentation.
  • Coordinate with Advancement and campus partners to support accurate recordkeeping and constituent tracking.
• Customer Service and Team Support (10%)
  • Represent UW Tacoma with professionalism while helping create inclusive, accessible and welcoming experiences.
  • Support student employees, volunteers and temporary staff participating in engagement activities and events.
  • Help ensure engagement activities are conducted in accordance with university policies, procedures and standards.
  • Perform other related duties as assigned.

Requirements

• Bachelor’s degree.
• Two years of experience in alumni relations, development, public relations, or event planning.
• Excellent verbal and written communication skills.
• Strong organizational skills and ability to work independently and as part of a team.

Preferred qualifications

• Strong communication and organizational skills, with the ability to manage multiple priorities and deadlines.
• A proactive, solution-oriented approach and the ability to work independently while collaborating effectively with others.
• Experience coordinating events, programs, engagement activities, or other constituent-facing initiatives.
• Ability to build relationships with a variety of stakeholders and adapt to changing needs and priorities.
• Commitment to learning, professional growth and engaging effectively with diverse communities and audiences.
• Experience using CRM, registration, event management, or similar systems and maintaining accurate records and reports.
• Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
• During Events (from setup to tear down) or on Event days:
  • Ability to stand 4 or more hours continuously.
  • Ability to walk 4 or more hours continuously.
  • Ability to work greater than a 10-hour day.

Work schedule

Hybrid-work schedule with four days in the office and one day eligible for telework per week, based on business needs. Ability to work evening and weekend hours, as necessary, on short or limited notice.