Events Coordinator 3, Events

Events Coordinator 3, Events

The Events Coordinator 3 supports Bellevue Colleges mission by coordinating and executing events that create welcoming, functional spaces for students, employees, and community partners. This position plans event logistics, coordinates catering and service details, and ensures rooms are set and reset according to event needs while providing on-site support. By managing reservations, preparing event materials, and collaborating with campus service areas, the role helps ensure college events run smoothly and effectively.

Position Salary Range: $47,100/year - $62,748/year

The salary information shown above is a general guideline only. The salary will be determined based on candidate's qualifications and related experience, as well as market and business considerations. Individuals newly hired to Classified position are placed in a salary range based on the WPEA Collective Bargaining Agreement.

We offer comprehensive compensation package with salary and benefits as the main components. Competitive salary is within the Range stated above, and commensurate with qualifications and experience. Generous benefits are offered through Washington State plans that includes multiple medical, dental, life and disability coverage choices for employees and dependents; choices of retirement and deferred compensation plans; paid holidays, sick, and vacation plans; transit program, reduced tuition, employee discounts and memberships, etc.

The employee is scheduled to work 40 hours per workweek. This is a Classified, overtime eligible position and represented by the Washington Public Employee Association of Higher Education (WPEA-HE).

About The College

Bellevue College is a vibrant, student-centered institution located just 10 miles east of Seattle. Serving one of the most diverse student populations in Washington - we are proud to reflect the global community we serve.

As an employer, Bellevue College is committed to fostering a workplace where employees feel valued, supported, and empowered. We believe that our faculty and staff are essential partners in fulfilling our mission, and we prioritize professional growth, collaboration, and innovation in everything we do. Employees at Bellevue College benefit from opportunities to expand their skills, contribute to meaningful work that changes lives, and engage in a community that is deeply committed to inclusion.

We are dedicated to creating an environment where creativity and innovation thrive, and where the contributions of every employee help shape both the success of our students and the vitality of the region. At Bellevue College, you will find a community that supports your goals, values your voice, and celebrates your impact.

About the Department

Food Services & Events supports Bellevue College's mission by helping create a welcoming and connected campus community. The department provides campus dining, catering coordination, facility scheduling, and event support services for students, employees, visitors, and community partners. Food Services operates the cafeteria and caf locations on campus and provides catering services, while the Events team manages facility scheduling and serves as the central point of coordination for campus space use and event support. Through customer service, collaboration, and support of campus and community activities, the department helps create opportunities for learning, engagement, and connection that advance Bellevue College's goals of student success, accessibility, and community engagement.

Essential Functions

Administrative & Event Planning:

• Plan, arrange, and coordinate event services for a wide range of campus events, including meetings, student programs, workshops, and single-day conferences.
• Schedule event locations, services, and resources through 25Live reservation system.
• Maintain accurate, complete, and up-to-date event information in the 25Live reservation system, documenting event requirements, client communications, service requests, changes, approvals, and logistical details throughout the planning process.
• Develop, prepare, and finalize Banquet Event Orders (BEOs), event timelines, setup diagrams, checklists, and related planning documentation.
• Advise clients on menu selection, catering options, dietary needs, service styles, and event flow.
• Prepare contracts, billing documents, cost estimates, and other event-related financial materials according to established procedures.
• Conduct event planning meetings with internal partners such as Public Safety, Facilities, Media Services, and Food Services to ensure coordinated event delivery.
• Review events for compliance with college policies, ADA requirements, and safety standards, and adjust plans as necessary.
• Maintain communication with clients to confirm details, deadlines, and required services.

Event Setup, Breakdown, and Space Preparation

• Lead and participate in the physical setup and breakdown of event spaces, including moving and arranging tables, chairs, signage, and standard event equipment.
• Create and update setup layouts, diagrams, and schematics to guide event execution and ensure accuracy.
• Ensure all physical event details are accurate, including layout, traffic flow, accessibility routes, and ADA considerations.
• Deliver and set up light refreshments or catering when Food Services or the kitchen porter is unavailable (e.g., coffee, tea, pastries, sandwiches, fruit or vegetable platters); ensure items are staged, labeled, and presented according to the event requirements.
• Assist with transporting and staging event materials, supplies, and equipment used during events.
• Direct the work of student employees or Event Coordinator 2 during event setups and resets, as assigned.
• Restore event spaces to standard layouts or as required upon event completion.

On-Site Support & Client Coordination

• Serve as the primary point of contact for clients during events, representing Event & Food Services and ensuring needs are addressed promptly.
• Conduct on-site tours of campus facilities and event spaces for prospective and confirmed external clients, helping them evaluate venue options and understand available event services, resources, and logistical considerations.
• Monitor event spaces during live events, resolving issues, adjusting setups, and coordinating services as needed.
• Coordinate catering delivery, service timing, menu labeling, and retrieval with Food Services and external vendors.
• Provide and place signage, menu labels, table numbers, and event-specific documentation. Support basic AV and media needs, coordinating with Media Services for advanced technical support.
• Perform other duties as assigned.

Minimum Qualifications

• High school diploma or equivalent.
• Minimum two (2) years of experience in event coordination, catering planning, hospitality services, conference services, or a closely related field involving direct event logistics responsibilities.
• Demonstrated ability to plan and coordinate event logistics, including scheduling rooms, arranging services, preparing event documentation, and working collaboratively with multiple service partners.
• Demonstrated ability to prepare contracts, event documents, layout diagrams, BEOs, and billing while maintaining accurate and organized records.
• Demonstrated ability to work independently under general supervision, prioritize multiple projects, and adapt to rapidly changing event needs.
• Effective written, verbal, and interpersonal communication skills, including the ability to provide high-quality customer service to diverse internal and external clients.
• Must have a valid Washington State drivers license with at least two (2) years of driving experience.
• Demonstrated experience working effectively with colleagues, students, and community members in a collaborative, inclusive, and customer-focused environment

Preferred Qualifications

• Bachelors degree or certificate in Hospitality, Event Management, Marketing, Culinary Arts, Business, or a related field. A combination of education and experience may substitute for the degree on a year-for-year basis.
• Four (4) years of progressively responsible experience involving event coordination, public contact, catering operations, hospitality, or conference support.
• Advanced knowledge of catering logistics, menu planning, event service style, and dietary accommodations.
• Experience creating event layouts, diagrams, and schematics for large-scale or complex events.
• Demonstrated experience coordinating catering services, including menu planning, ordering, preparing BEOs, and supporting dietary accommodations.
• Demonstrated proficiency using Microsoft Office applications, including Outlook, Word, Excel, and Teams, and the ability to learn and effectively utilize event management, scheduling, and database systems. Ability to maintain accurate records, update event information, generate reports, and manage competing priorities in a fast-paced environment.
• Experience working in a multi-department, public-sector, or higher education.
• Able to obtain a King County Food Handlers Permit within 14 days of hire.
• Perform physical tasks associated with event setup, including lifting up to 50 lbs, pushing and pulling equipment, working indoors and outdoors, and standing for extended periods.
• Follow all campus safety procedures, operational guidelines, and event-related protocols.

Conditions of Employment

Bellevue College intends to provide a drug-free, healthy, safe, and secure work and educational environment. Each employee