Programs Coordinator

AIA Seattle Seattle Design Festival envision a culture of design that fosters equitable, resilient, thriving communities. AIA Seattle’s mission is to champion the central role of architects in creating and sustaining a better built environment. Seattle Design Festival’s mission is to unleash the design thinker in everyone to illuminate Seattle’s challenges and ignite action. We are member-led organizations, and volunteers inform our work. This interactive relationship allows us to harness the wisdom and leadership of our community to expand our impact.

AIA Seattle Seattle Design Festival (SDF) is seeking a Programs Coordinator to support our educational programs and events, our signature design awards, and the Seattle Design Festival. The ideal candidate will be collaborative, detail oriented, and able to efficiently juggle multiple projects and priorities.

Goals of Position

• Support the Programs Team to successfully coordinate and produce well-executed educational programs, awards ceremonies, and events that advance AIA Seattle Seattle Design Festival’s mission, vision, and values
• Collaborate with the Programs Team to implement the strategic plan and maximize engagement and impact across programmatic efforts

Essential Responsibilities

Event Coordination (55%)

• Support program marketing, maintain up-to-date information, and adhere to communications schedules and deadlines
• Coordinate registration and ticket sales and communicate with registrants
• Support the AIA Continuing Education Submission (CES) process, including submitting CE proposal forms to AIA National, and post-event credit reporting and Certificates of Completion to attendees
• Ensure all necessary signage, supplies, resources, and print materials are at events
• Organize day-of event coordination and production for in-person and virtual programs
• Extend continuing education resources beyond day-of programming
• Assist the development of on-demand continuing education opportunities for members
• Support the coordination of individual projects and events, as appropriate

Vendor, Speaker, Volunteer Coordination (25%)

• Coordinate and book venue and catering for in-person events
• Arrange additional vendor needs, including permitting, equipment rentals, and AV
• Confirm logistics with speakers, including tracking speaker contracts, marketing materials, and presentation files; scheduling speaker prep calls; and making travel arrangements
• Lead the recruitment, communication, coordination, onboarding and retention of event volunteers
• Build and maintain positive relationships with current and potential vendors, speakers, and volunteers

Planning Evaluation (10%)

• Support additional tactics to expand engagement and the reach of AIA Seattle Seattle Design Festival programs
• Implement accessibility efforts to support inclusive events and the overall attendee experience
• Update programs tools and streamline system processes to improve efficiencies and impact
• Support implementation of evaluation tools and processes, including surveying attendees and members, tracking program success metrics, preparing final reports, and evaluating effectiveness of implemented strategies to inform recommendations

Purchasing Finance Reporting (5%)

• Initiate and track payments to vendors and speakers
• Lead purchasing of program materials for in-person events
• Adhere to budget, reconcile invoices, and track expenditures
• Ensure that cost efficiencies and earned income targets are maximized

Team Collaboration Admin (5%)

• Contribute to the overall success of AIA Seattle Seattle Design Festival programs
• Provide support to other Programs Team members when needed, and help develop redundancy and back-up plans for the team
• Collaborate with the Communications Team on marketing needs, compiling and delivering all relevant program information required for program communications
• Collaborate with the Development Team on sponsorship needs, including delivery of sponsor benefits and coordinating in-kind procurement for event needs
• Additional admin needs for Programs Team and organization as needed
• Contribute to and participate in Programs Team meetings and staff meetings
• Attend AIA and SDF events and functions as required

Job Skills

• Exceptional ability to prioritize and manage multiple projects
• Organized, detailed, and efficient with minimal oversight
• Exceptional people skills, preferably working with skilled volunteers
• Ability to quickly problem-solve, prioritize, and manage diverse task list
• Strong written and verbal communication skills
• Skilled at motivating team and collaborators

Job Qualifications

• Demonstrated coordination experience, preferably with events, programs, and/or projects, preferably in an office or non-profit environment
• Proficiency in Microsoft Office 365, and familiarity with email list software (Constant Contact), virtual platforms (Zoom), and basic HTML a plus

Preferred Candidate Attributes

• Positive attitude and flexible approach
• Personable, collaborative and team-oriented, while also comfortable working self-directed 
• Resourceful, adaptable, self-driven, nimble
• Ability to remain flexible in a dynamic work environment 
• Interest in AIA Seattle Seattle Design Festival’s missions, the built environment, and design
• A commitment to justice, equity, diversity and inclusion

Our Team Values, Culture and Benefits
AIA Seattle Seattle Design Festival offers a competitive salary and benefits package. We seek applicants with a range of backgrounds, viewpoints, and work styles. Our organization is taking active steps through education programs and collaboration spaces to support industry-wide culture change, so that architecture and the allied professions actively attract and retain more people of color, women, and non-binary people. We are a small office that supports flexibility, creativity, leadership, and the professional development of all our staff. We currently work both in-person and remotely, with additional in-person events and seek ways to encourage collaboration while providing flexibility for work-life balance.

This is a full-time hourly position in the range of $23.46-28.50 per hour. AIA Seattle Seattle Design Festival contributes 100% of employee premium coverage of medical benefits and life insurance, and employees may enroll in the company dental plan which the company covers at 50% of the premium. Employees are invited to participate in a 401k for which the company matches up to 4% of wages per year. Full-time employees receive holiday leave which includes nine paid holidays, plus the entire week between December 25th through January 1st. New full-time employees accrue ten days of additional paid time off (PTO) over the course of the year, with an additional day accrued for each year worked for up to a total of 15 PTO days. Employees are also entitled to 10 days of sick leave each year, accrued at a rate of 6.67 hours per month. Sixteen hours are available for paid employee community service each year, which can be used by team members to give time for their passions and interests. Reimbursement is available for in-office days and work-related events’ parking expenses.

We actively encourage applications from people of color, immigrant and bilingual communities, people of all abilities, members of LGBTQ communities, and people with other diverse backgrounds and lived experiences. We are dedicated to upholding an inviting workplace and co-create organization-wide policies together as part of our team workload for thoughtful and actionable measures to advance sustainability, equity, diversity and anti-racism, and to support industry-wide culture change.

We provide equal employment opportunities to all individuals.

Interview Process:

1. Virtual interview with 2-3 members of the AIA Seattle SDF team (1 hour via Zoom)
2. On-site interview with all staff at the Center for Architecture & Design (1-hour in-person)
3. Reference Checks

To Apply:
Submit a resume, letter of interest and references through the application portal. 
Applications received prior to the close of business on Friday, March 16 will be prioritized for consideration.
Accessibility accommodations during the job application process are available. Please make direct contact at zoeg@aiaseattle.org.

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