ASSISTANT DIRECTOR, EVENTS - University of Washington

Req #: 236185 Department: UNIVERSITY MARKETING & COMMUNICATIONS Posting Date: 06/28/2024 Closing Info: Closes On 07/08/2024 Salary: $6,167 - $6,833 per month Limited Recruitment: **Open to Department employees only** 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) 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. 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. The Assistant Director of Events will be responsible for providing professional planning, management and administration for events aimed at the University's key audiences -- alumni, donors, community leaders, faculty, staff, students, government, and the general public. This position will provide event project work and management including program development, execution, and evaluation, for events hosted specifically to enhance personal relationships, goodwill and private support for the University, its departments and programs. This position also will support key events and tasks related to the Office of the President. As a member of the University Marketing & Communications (UMAC) team, the Assistant Director will leverage special events and targeted activities to promote the institutional brand strategy. This individual should also be a brand ambassador, upholding the University's brand pillars and communicating the importance of the brand to the wider UW community. **What You Will Do:** **Event Production Driven by Institutional Strategy (100%)** - Provide professional and strategic production management of events, including high-level university wide and community events and brand launches, cultivation and stewardship events, and high-touch dinners. These events could include - but are not limited to - private dinners at the President's Residence, Chow Down as part of Dawg Days in the Desert, Annual Awards of Excellence Ceremony, Annual Recognition Gala, The President's Club Reception, and the Costco Scholarship Breakfast. - Manage all supporting event logistics to include budget/ROI (budgets range from $1,000 - - $600,000) timeline, collaborating and identifying appropriate constituencies for guest lists and subsequent RSVP lists, coordinating transportation/parking and security issues, selecting menus and décor, negotiating and retaining caterers and other vendors. - Identify, select and assist in the negotiations with vendors and suppliers to provide goods and services for each event. Finalize and execute negotiated contracts as authorized. - Assist with research and design of custom invitations and menu cards, centerpieces and table décor. - Attend site visits; work with outside vendors and internal departments to assist in securing event logistics such as catering, parking, student musicians, and photography. - Assist in set-up of events, setting up sandwich boards, directional signs, delivery and set-up of materials and décor. On event days, assist with registration, staffing orientation, and event set-up and break-down (placement of signage, easels, banner stands, centerpieces, etc.). - Be an expert on Washington State event regulations and licensing to produce a safe, secure, and enjoyable event experiences for guests . Perform other duties as assigned. **MINIMUM REQUIREMENTS** Bachelor's degree in applicable field such as English, Marketing, Communications, Public Relations and a minimum of five years of experience in events management, advancement, marketing, public relations or related field. **Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **What You Bring:** - Progressively responsible experience in technology/database management, administration and project management functions. - The capacity to achieve superior results working independently and as a member of a creative team in high-pressure situations. - Superior computer skills, including proficiency working with relational databases and Microsoft Word, Excel, and PowerPoint for the generation of correspondence, special reports, spreadsheets, and forms. Proficiency with MS Access, SQL Server or similar database applications a plus. - 1-2 years' experience in higher education. - Knowledge of marketing and/or advancement principles. - Knowledge of UW Advancement Office policies and procedures, including use of the CRM software - Advance. - Knowledge and application of Social Media and understanding of how to leverage for events - Proficiency in design software such as AutoCAD. **What You Can Expect:** - Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions. - A valid Washington State driver's license is required. Candidate selected must have personal transportation and be willing to travel when necessary. - Ability to work evening and weekend hours, as necessary, on short or limited notice. - Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down. - During Events (from setup to tear down) or on Event days: o Ability to stand 4 or more hours continuously. o Ability to walk 4 or more hours continuously. o Ability to work greater than a 10 hour day. **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. \#UWUAJOBS 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.