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The Assistant Director for Events works with the Associate Director for Events to design, execute and evaluate events within University Advancement’s Office of Alumni and Stakeholder Engagement (ASE). These programs are created to deepen affinity, foster a sense of belonging, increase engagement of alumni, volunteers, students, donors, parents, and friends of the University of Washington, and nurture lifelong relationships with the University.
The Assistant Director for Events cooperates with institutional and community partners, including the affiliated non-profit UW Alumni Association and UW Retiree Association to administer events of shared interest and responsibility.
This position activates ASE/UWAA’s commitment to diversity, equity, inclusion, and belonging (DEIB) and contributes to advancing understanding and actions that are actively anti-racist. It is responsible for developing and supporting inclusive, equity-focused and co-created programs and services with historically underrepresented or marginalized UW audiences in support of the institution’s public mission.
Program Development and Execution
•As part of a three-person Events team and in partnership with ASE Marketing/Communications and Engagement Team colleagues, develop, plan and execute approximately 50 engagement events each year that are responsive to the needs and interests of our constituents, foster a sense of belonging, and reflect the University’s commitment to diversity, equity and inclusion. •Prepare and monitor event budgets, make event-level financial decisions in consultation with the Associate Director for Events, and be accountable for financial outcomes. •Perform post-event financial reconciliation and accounting and submit documentation as required. •Work closely with ASE Marketing and Communications colleagues to develop and implement comprehensive communication plans, including print pieces and graphics, publicity, electronic communications (Web and email) and other. •Research, evaluate and select internal and external venues and vendors responsible for providing event services. Negotiate prices and agreements and serve as primary contact for event management and customer service issues. •Oversee the development and execution of all event logistics including venue buildout, vendor production and event flow. •Serve as on site lead during all phases of event execution. Identify, recruit, educate and direct the work of volunteers and staff to execute high-level customer service at large scale alumni programs for the University. •Recruit and deploy volunteers including alumni volunteers, University donors, statewide ambassadors and UWAA Trustees in support of ASE-sponsored events. •Evaluate programs for outcomes, satisfaction levels and improvement opportunities and make recommendations regarding general and program driven UWAA events. •Manage departmental use, storage and replenishment of event equipment. •Engage with key program stakeholders to receive feedback and assess future areas of improvement. Foster effective working relationships with colleagues across ASE, University Advancement, and other UW units. •Support broader ASE/UWAA efforts to ensure that programming is inclusive, invites diverse audiences, and reflects the racial equity priorities and values of the Association. •Work collaboratively within ASE and with University partners to develop and execute events across Washington state and in key regional markets in alignment with goals established by ASE Marketing and Engagement Teams and University Regional Advancement.
Other duties as assigned
Effective communications: Expresses oneself clearly and empathetically in interactions with others and prioritizes an accessible and transparent style in all forms of communication, i.e., verbal and written, one-on-one and group, etc. Interpersonal Awareness: Builds and maintains positive and productive 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: Obtains, analyzes and evaluates 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.
People Builder: Committed to developing others to become leaders. Driving Results: Effectively communicates objectives and guides direct reports and team members to make decisions and achieve goals. Organizational Planning: Develops and manages comprehensive team goals and measures team progress while balancing short-term and long-term priorities that are consistent with the organization’s mission, priorities and goals. 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 or Event (Restaurant and Hospitality Management) or related field and three years’ experience in event planning, catering, public relations, project management or related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Experience in large scale programming and community events, ideally in a higher educational environment. •Experience working with budgets, preparing financial spreadsheets, and tracking expenditures. •Proficiency using PC computers. Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
•Experience in higher education, non-profits, or other area with significant engagement-focused event portfolio.
•Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions. •Ability to work evening and weekend hours, as necessary, periodically on short or limited notice. •Regular and reliable transportation for local travel and willing to travel when necessary. •A valid Washington State driver’s license is required to operate the UW Alumni Association Van. Candidate selected must have personal transportation and be willing to travel when necessary. •Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down. •Ability to travel out-of-state up to 10 times per year for events scheduled on evenings and weekends During Events (from setup to tear down) or on Event days: •Ability to stand 4 or more hours continuously. •Ability to walk 4 or more hours continuously. •Ability Standing: duration of 4+ hours for events. •Ability to work greater than a 10 hour day.
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, 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.