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.
The University Marketing and Communications Events team has an outstanding opportunity for an Events Specialist.
The University Marketing & Communications (UMAC) Events Team produces and champions exceptional live experiences that advance the vision and reputation of the University of Washington. This position will be an integral team member supporting and managing approximately 35 events annually. Ranging in size and complexity from dinners and luncheons to receptions and lectures, these events include participation by the UW President and Provost, key UW donors, alumni, faculty, staff, students and business/community leaders.
Working closely with all members of the events team, the Events Specialist will provide oversight and management of day-to-day event operations, including administrative functions, guest services, data management, program development and evaluation. The Events Specialist will communicate with donors regarding event registration and follow-up.
Event Support, Guest Services and Management
•Provide professional support for events, including high-level university wide events. These events could include, but are not limited to: Presidential football receptions, annual Awards of Excellence ceremony, UW Recognition Gala, The President’s Circle Reception, Costco Scholarship Breakfast, and UW Family Weekend. Attendance at all events is required unless otherwise indicated by supervisor. •Manage guest services for events ranging from 50 to 1000 guests. Tasks include establishing and tracking guest lists, building and managing our online registration system (Cvent), providing excellent customer service by phone and email, managing invitation timeline coordination, developing complex seating plans and communicating to internal stakeholders about guest RSVP and attendance details. •Identify, select and assist in event logistics such as vendor contracts, catering, menu selection, parking, musicians and entertainment, photography, transportation, parking, security, décor, audio/visual, etc. •Assist in set-up of events, including rentals, signage installation, event supplies and décor. •On event days, manage registration and assist with staffing orientation, event set-up and break-down. •Project manage and produce a portfolio of three to five events annually.
•Prepare reports that allow analysis of event data. Develop, implement and update procedures to ensure consistency in data collection, analysis, organization and presentation of data. •Update invitation and address lists, produce labels, merge documents, prepare invitations, envelopes, nametags, thank you letters, and record event attendance. Handle RSVPs and respond to telephone and email inquiries about events. Requires working knowledge and proficiency of UW Advance Database, Cvent and partnership with Information Management. •Maintain financial and administrative record-keeping and procurement receipts for coordination and reconciliation.
•Effectively manage the procurement of event supplies, equipment and other event necessities. Update and distribute the Event Team calendar to UMAC and campus colleagues.
Other duties as assigned
Effective communications: Able to express oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization. Critical Thinking: Able to obtain, analyze and evaluate information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience. Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs. Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success. Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution. Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests of the organization in mind.
•Bachelor's degree in Marketing, Communications, Public Relations and a minimum of one year experience in events management, catering, public relations or a related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•The capacity to achieve superior results working independently and as a member of a creative team in high-pressure situations. •Commitment to working in and promoting an equitable and inclusive work environment •Proficiency working with databases and Microsoft Word and Excel for the generation of correspondence, special reports, spreadsheets, and forms.
CONDITIONS OF EMPLOYMENT
•Work a flexible schedule for events scheduled on evenings and weekends. •A valid Washington State driver’s license is required. Candidate selected must be able to travel when necessary.
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 Workforce 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 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 undergraduate 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.