What are the responsibilities and job description for the Administrative Coordinator, ULI Northwest position at URBAN LAND INSTITUTE?

WHO WE ARE :

The Urban Land Institute (ULI) is a 501(c)(3) nonprofit research and education organization supported by its members. Founded in 1936, the Institute has more than 48,000 members worldwide representing the entire spectrum of land use and real estate development disciplines, working in private enterprise and public service. As the preeminent, multidisciplinary real estate forum, ULI facilitates the open exchange of ideas, information, and experience among local, regional, national, and international industry leaders and policy makers dedicated to creating better places. The mission of ULI is to shape the future of the built environment for transformative impact in communities worldwide.

ULI district councils deliver the Institute’s mission at the local level by providing members with education, networking, and opportunities to give back to the community. With over 1,100 members in Oregon and Washington, ULI Northwest is the preeminent local organization focused on creating and sustaining communities through wise land use, development, and redevelopment decisions. Our closely knit and high-performing team works directly with our members, who include high-level business professionals, public officials, corporate executives, and senior members of the real estate and land use community, to help facilitate and move the needle on issues that are of the most importance to our region.

SPECIFIC RESPONSIBILITIES :

As a part of the district council team, the Coordinator is often the first point of contact for the organization, so it is imperative that they be courteous and professional. Strong candidates for this position will be highly organized, detail-oriented, effective multitaskers, and able to work independently in a fast-paced environment. The Coordinator’s overall responsibility is to provide support to the Northwest District Council with a focus on local activities in Seattle, Washington.

ULI Northwest is currently working in a hybrid environment with 1-3 days a week in-person at our Seattle office, with additional in-person attendance at events as needed.

Communications and Marketing

Support ULI Northwest marketing and communication efforts (website, social media, and email campaigns)
Maintain ULI Northwest’s internal and external calendar systems
Help prepare event collateral and presentation materials for programs and committee meetings (e.g., agendas, speaker bios, PowerPoint slideshows).
Engage with members and organizations through social media posts on LinkedIn, Instagram, Facebook, and X.

Committee, Program, and Event Support

Provide outstanding customer service as the first point of contact for members, volunteers, and partners, ensuring prompt and professional responses to inquiries.

Accurately enter data into ULI’s online CRM system to prepare events and programs for registration.

In-person event-planning tasks including (but not limited to) ordering catering, coordinating snacks and beverages, handling room setup, creating meeting materials, registering event attendees, and processing event-specific invoices.

Manage logistical aspects of planning and implementing programs, including technology checks for speakers and panelists, sending calendar reminders, and handling Zoom functionality.

Support committees by coordinating meeting times, sending meeting notices, tracking RSVPs, updating committee lists and preparing for committee meetings.

Attend committee meetings and disseminate notes to committee members and ULI staff.

Nonprofit Administration and Operations Support

Manage and access records from ULI's database to generate reports, attendee lists, invoices, etc.

Maintain and update committee member lists

Support financial tasks; create and send invoices, process payments, expense reporting etc.

Maintain and update online file systems for ULI Northwest

Order supplies and other technology for the District Council, as needed

Produce contracts for vendors and contractors.

Maintain and order office supplies as needed.

Manage and respond to phone / email inquiries from main ULI Northwest phone line and inbox.

QUALIFICATIONS :

The job of the ULI Northwest Coordinator requires a rapid learning curve, is fast paced with concurrent projects, and requires attendance at committee meetings, events, and programs throughout the year. Specific qualifications include :

A combination of relevant experience or education, such as a college degree, professional certifications, or practical work experience in customer service, administration, or event support.

Professional oral and written communication, including exceptional spelling and grammar.

Excellent computer skills, basic PDF-file manipulation and graphic design skills preferred

Proficient in Microsoft Office Suite, especially Outlook, Word, Excel, PowerPoint and OneNote

Strong customer service skills.

Ability to learn new technologies and systems quickly.

Ability to initiate tasks and assume responsibility for them, and to work with minimal supervision in a high-production position.

A proactive, problem-solving attitude with strong organizational and multitasking skills is essential.

Ability to travel locally within western Washington. Ability to attend events throughout the day, including early mornings or evenings.

Demonstrated customer service skills

PHYSICAL REQUIREMENTS :

Able to remain in a stationary position working on a computer.

Move about the office to access office machinery, meeting rooms, etc. on occasion.

Operate a computer and other office machinery such as printers and copy machines.

Transport items and equipment up to 50 lbs. on occasion.

This role is an excellent fit for individuals seeking a stable, long-term position focused on administrative, operational, and customer service responsibilities, without expectations for significant career progression.

APPLICATION :

This is a non-exempt, hourly role with a pay range of $26.26 - $27.23 per hour, commensurate with experience.

ULI has a robust benefits package that includes health, dental, and life insurance; vacation leave; and a retirement plan. For more information, click here .

To apply, please follow the link below. Please submit a résumé and a letter of interest.

ULI is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion / creed, sex, national origin, disability, genetic information, pregnancy, veteran or active military status, non-citizenship or citizenship status, arrest or conviction record, credit history, salary history, caregiver status, sexual orientation, gender identity, marital or partnership status, familial status, unemployment status, status as a victim of domestic violence or sexual violence, or any other status protected by applicable law.

PI260413863

Salary : $26 - $27

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Administrative Coordinator, ULI Northwest

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