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Req #: 233849
Department: UNIVERSITY MARKETING & COMMUNICATIONS
Job Location Detail: Hybrid Eligible - 2 days in office, 3 days of telework
Posting Date: 05/01/2024
Closing Info: Open Until Filled
Salary: $7,084 - $7,667 per month
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-staff-20230701_a11y.pdf) Priority consideration will be given to applications completed by 5/15/2024.
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.
For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement (https://www.washington.edu/advancement/) . Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.
The mission of University Marketing & Communications (UMAC) is to lead branding, marketing and communications efforts that advance the reputation, resources and relationships of the University. This starts with creating a culture of belonging ( https://www.washington.edu/advancement/ua-dei-visions-values-and-actions/) within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.
University Marketing & Communications has an outstanding opportunity for an Associate Director of Events. This is a full-time, permanent position.
The University Marketing & Communications (UMAC) Events Team produces live events and experiences that advance the vision and reputation of the University of Washington. The Associate Director of Events will be a proactive, organized and collaborative professional with exceptional attention to detail and strong problem-solving skills. This individual will collaborate with a diverse range of stakeholders and oversee the planning and execution of high-quality events. These events range from receptions and dinners to lectures and large community gatherings, involving the participation of the UW President and Provost, key UW donors, alumni, faculty, staff, students and community leaders.
What You Will Do: Event Execution Aligned with Institutional Strategy 75%
• Provide professional and strategic management for a diverse portfolio of events, including the prestigious UW President’s home football event series - comprising approximately seven Saturday home games per season - and ensuring each event aligns with the University's broader strategic goals and enhances its reputation. • Foster collaboration with key internal stakeholders, such as senior University leaders, campus partners, faculty, staff and students, to deeply understand event objectives, establish clear alignment with University priorities, and drive impactful outcomes that resonate across the institution. • Develop dynamic and engaging, including speaker selection and show flow creation. • Prepare and lead comprehensive event briefings with senior leaders, ensuring stakeholders are well-informed and aligned with event objectives, strategies and logistics. • Oversee guest services processes by collaborating with multiple campus partners to develop invitation lists, implement best practices for guest communication, and ensure meticulous attention to detail regarding guest requests. • Manage all facets of event planning and execution within your portfolio, including budgeting, venue selection, vendor contract negotiation, logistics and production. Oversee event timelines, resources and deliverables while upholding exceptional quality standards. • Collaborate with creative and marketing colleagues to achieve event communication, collateral and deliverable goals. • Manage risks and issues related to producing live experiences, ensuring proactive identification and mitigation strategies are in place. • Assist in event setup, including signage, décor, furniture, registration, staffing orientation and setup/breakdown. • Ensure compliance with University policies, local, state and federal regulations related to events. • Evaluate event success through post-event analysis and reporting, identifying areas for improvement and implementing changes, as necessary.
Management and Team Leadership 25%
• Lead and manage one to two full-time event professionals, including recruitment, onboarding, training, supervision of work, staff development and career enrichment. • Provide consultation and support to direct reports in their efforts to develop, produce and execute events that support the University’s objectives across campus. • Assist the Director of University Events in managing the day-to-day operations of the Events Team. • Collaborate with the Director of University Events and other UMAC leadership to continually improve systems and processes for event production and execution. • Develop and maintain effective partnerships with colleagues across campus, collaborating with project partners throughout the University of Washington. • Manage through a lens of equitable, antiracist communication and collaboration practices, being open to ongoing learning and feedback.
Other duties as assigned. MINIMUM REQUIREMENTS
Bachelor’s degree and five years of event management experience. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. What You Bring:
• Experience in marketing, event management or another related field. • Strong organizational and project management skills; ability to manage multiple priorities in a busy environment with many concurrent projects and timelines. • Demonstrated ability to manage conflicts proactively and collaboratively in the best interests of the organization. • Enthusiasm and aptitude for learning and adopting emerging technology to improve operational efficiency. • Attention to detail and accuracy. • The ability and initiative to influence, advise and lead colleagues across UMAC and across organizational structures confidently and diplomatically. • Proficiency with Microsoft Office software applications, including Word, Excel, PowerPoint, Outlook and Teams. • Some experience with file management systems such as SharePoint or Dropbox, and project management tools like Asana, Smartsheet, Wrike or Monday.com, etc. is a plus. • Respect for, and contribution towards the UW’s commitment to inclusiveness and diversity, and a commitment to examining personal beliefs and biases and continuous development as a member of a team devoted to equity.
What You Can Expect:
• Cubicle/Open workspace environment which may result in higher levels of noise and visual distractions. • Some evening and weekend hours are required, as necessary, with short or limited notice. • Some local travel is required, as necessary. • Physical event support will be required, including setup, tear-down and 4+ hours of walking/standing.
Application Process: The application process 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, 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 log into your “My Jobs” page. If you choose 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.
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University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.