As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position please visit our website click here.
The University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
Our Department of Intercollegiate Athletics has an outstanding opportunity for a Program Coordinator (Assistant Director of Ticket Services).
The primary responsibilities of the Assistant Director of Ticket Services (Program Coordinator) is to support the Husky Ticket Office with supervising all vault, ticket inventory, fiscal procedures, and database management. The position serves as the primary liaison with the ICA Business Office and is expected to process all accounting and money handling procedures in compliance with ICA business office requirements. It also includes oversight of database management and acting as the liaison to ICA Marketing for customer email communication. Customer relations include interfacing with all categories of ticket purchasers including donors, public, faculty/staff, alumni, students, visitors as well as various departments within the University. Reports to the Director of Ticket Services.
Accounting Operations - Processing, Balancing and Reporting:
Check out and check in starting change for the main ticket office on a daily basis. Check out and check in seller bags for all athletic ticketed events in an effective manner that adheres to ICA policies and procedures. Ensure proper amount of cash is on hand for daily ticket office sales. Prepare daily cash/check deposits for armored car pick-up. Request additional cash on a needed basis.
Review and check daily work of ticket office personnel for accountability, accuracy and procedural compliance. Review/resolve balance dues, credit balances, and refund check requests. NSF check & credit card chargeback resolution. Daily sales batch processing supervision, set-up, assignments, instruction and assistance. Batch review/verification/coding of processed season, away, single game and post season applications. Manage bank charge settlements/verifications. Responsible for creating and executing alternative payment options for customers, i.e. Payment Plan and Budget Transfers.
Responsible for all stock received, including parking passes, from the ticket printing company as well as opponent schools. Ensure accuracy of count and maintain accurate running inventory of all ticket stock. Prepare ticket stock and financial records for annual shredding needs.
Responsible for submitting season ticket printing files to ticket printing vendor. Accurately create and manage customer lists that are ineligible to receive ticket if there are balance dues on tickets or Tyee donations. Manage student ticketing including, importing student data, sending Dawg Pack files to external unit.
Ensure proper database entry by all staff. Regularly cleanse database through account updates, edits, transfers and merges. Ability to analyze patterns and anomalies to maintain ticketing data integrity. Generate ad-hoc and special ticketing reports for various departments
Acting Director for Baseball and Gymnastics:
Supervise the season ticket renewal process for baseball. In coordination with the Tyee staff, assist with the seat allocation process for donors. Set-up includes building and managing on-sales for seasons, partial plans, groups and single games. Coordinate season ticket payments including follow up communication and reminders for unpaid accounts.
Serve as primary contact for these sports with ticket office staff, ICA, and all external constituencies.
Communicate all relevant ticket information and instructions to ticket office staff, Tyee staff, Marketing, and other ICA staff when applicable.
Manage the ticket box office sales and customer service windows at events in accordance with Husky Ticket Office customer service policies. Oversee approximately 400 labor hours of staffing for events; completion of accurate bank forms and time sheets with signatures per audit requirements. Handle any elevated customer service related issues and inquiries
Monitor and update the player guest and recruiting ticket software which includes entry of game schedule and guest names. Work with team managers to compile and verify lists for each game. Ensure proper name entry and ticket receipts in strict compliance with the rules of the NCAA and ICA policies and procedures.
Maintain game folders for each game assuring appropriate information and documentation are completed and on file. Prepare and balance individual game reports including student attendance after each home event. Prepare year-end attendance and revenue reports. Serve as Business Office liaison for each sport.
Serve as visiting team contact for all ticket needs. Prepare and distribute invoices to visiting teams.
Responsible for managing any NCAA or Pac-12 hosted events. Travel with baseball team when necessary to manage post season tournament(s) ticket needs.
Assist in answering multiple ticket office phone lines, serving customers at ticket windows, and answering general emails as needed. Maintain and promote positive relations with customers, the public, UW faculty, staff and students.
With Director and other Assistant Directors, regularly train part time staff on ticket office processes, policies, and customer service techniques. Assist with new hire process, with interviews and on-boarding new staff as needed. Develop training documentation and assign special projects. Coordinate box office service windows and supervise part time staff on football game days and other events as assigned.
Assist in game day preparations as needed. Act as support manager at every home game. Supervise customer service representatives and perform other box office duties as assigned by Director of Ticket Services.
Support full time ticket office staff with fulfilling ticket office daily procedures, game day management, customer mailings, monitoring website ticket pages, and other miscellaneous needs. Track office supply inventory and request as needed.
Compliance with the rules and regulations of the University, the NCAA, the Pac-12 Conference, the State of Washington and any other governing body is of paramount importance to the University. The overall responsibility of this position is for the successful operation of the program in full compliance with all such rules and regulations. As a condition of employment, the Employee shall be required to participate in rules education programs offered by the Department of Intercollegiate Athletics.
High school graduation or equivalent and two years of related experience or equivalent education/experience. Minimum of two years' experience working in a college athletics or professional sports ticket operations role. Ticket Accounting Operations as described at an organization with annual gross revenue over $5 million. Two years of database management in a ticket system; Paciolan preferred.
Demonstrated success working in a fast paced environment and the ability to multitask. Candidates should be computer proficient, detail oriented, and enthusiastic about working within a sport-related environment. Proven ability to work independently and maintain composure under pressure. Display a genuine desire to help people and customer-focused attitude. Ability to work well within a team environment. Excellent communication and listening skills. Ability to promote and maintain positive relations with donors, faculty, students, and the general public.
Must be able to work non-traditional hours; at games and special events which includes weekends and evenings.
Bachelor's Degree in a business or sports management field preferred.
Conditions of Employment:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Criminal Conviction History, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select Apply to this position. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your My Jobs page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.