EVENTS MANAGER - University of Washington : Job Details

Req #: 240969Department: COMPUTER SCIENCE & ENGINEERINGAppointing Department Web Address: Date: 11/18/2024Closing Info: Closes On 11/25/2024Salary: $6,166 - $6,416 per monthLimited Recruitment: Open to Department employees onlyShift: First ShiftNotes: 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. ( 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 Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow's innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for the excellence and impact of our research and teaching across the region and around the globe. As a leader in efforts to broaden participation in computing, we are committed to advancing diversity, equity and inclusion in our program and in our field. Members of the Allen School actively work to cultivate a welcoming community in which students, faculty and staff with diverse backgrounds, identities and experiences can thrive. The Allen School occupies two spectacular buildings — the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center — located at the heart of the UW campus in Seattle.The Allen School is seeking outstanding candidates for the position of Events Manager (Program Operations Specialist) to join our talented Events Team.The Events Manager (Program Operations Specialist) in the Paul G. Allen School of Computer Science & Engineering events management team will be the lead in event logistics/execution of “best experience” events. As the primary contact and lead on all School related events (100 to 500 attendees), the Events Manager executes annual and special events for CSE and the community at large. Events range in size, impact and visibility at the school and University level, and include but are not limited to:Outreach and external relations events (e.g. donor and alumni-focused events, state legislature thank you receptions, scholarship award events, recruiting fairs and research showcase events).Academic-focused events (e.g. New Grad Orientations, Direct Admit Visit Days, Prospective Grad Visit Days, Graduation, Faculty Retreats).Internal community-building events (e.g. quarterly lunches with the School's Director, holiday parties, quarterly socials, new year welcome events).The Allen School has several unique event spaces that are highly desirable and provide a positive showcase for the University. Multiple requests are received weekly for use of these spaces from campus and off-campus constituents, in addition to significant departmental use. The Events Manager interacts with customers at every level of the institution. DUTIES AND RESPONSIBILITIES Plan, Coordinate, and Execute Allen School EventsLead the events management team in executing high quality, “best experience” events.Acts the primary on-site contact and lead on all School related events (100 to 500 attendees), the Events Manager executes logistical plans for annual and special events for CSE and the community at large. Events range in size, impact and visibility at the school and University level, and include but are not limited to:Outreach and external relations events (e.g. Donor and alumni-focused events, state legislature thank you receptions, scholarship award events, recruiting fairs and research showcase events)Academic-focused events (e.g. New Grad Orientations, Direct Admit Visit Days, Prospective Grad Visit Days, Graduation, Faculty Retreats)Internal community-building events (e.g. quarterly lunches with the School's Director, holiday parties, quarterly socials, new year welcome eventsServe as the on-site event point of contact for clients and vendors. Engage customers at various stages in planning with the Assistant Director of Events and executing eventsResearch, evaluate and recommend vendors to provide event services to the Assistant Director of Events.Recommend catering menus.Independently schedule and plan catering for high level and executive departmental events.Monitor major event budgets and be accountable for financial outcomes per plan established with Assistant Director of Events.Collaborate with School Services Director, HR, and Assistant Director of Events to ensure events and activities reflect CSE culture.Plan and develop annual staff, faculty and student trainings related to Whole U ideals of health and wellness.Schedule guest speakers for various meetings.Lead Events StaffDirectly lead the Events Coordinator and Events Program Assistant during all Allen School events.Supervise staff and student building assistants before, during, and after scheduled events.Serve as lead to the facilities team to ensure that all event spaces are executive presentable and maintained.Recommend space improvements and additional furnishings as needed.Ensure spaces are accessible and safe.Evaluate and provide event and performance feedback to the Assistant Director of Facilities.Develop and Implement Policies and ProceduresExecute event specific contracts with vendors along with logistics details for each individual event held in Allen School event spaces.Work with Allen School Assistant Director of Events to implement budget tracking and financial responsibilities for externals groups using Allen School spaces and staffing.Look for opportunities to improve processes and operational efficiencies and provide feedback to the Assistant Director of Events. MINIMUM REQUIREMENTSBachelor's Degree in Marketing, Communications, Hospitality, or related field.At least two years of experience in event management, advancement or related field. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTSDemonstrated ability to conceive, implement, and evaluate creative event strategies, preferably in a higher education context.Ability to synthesize information to balance the interest of multiple parties and act in a decisive and timely manner in the midst of changing priorities.Proven ability to work with various constituents including the academic community and prominent volunteers. Must be able to operate strategically, tactically, and tactfully under stressful conditions. A track record of sound judgment and decision making.Strong written and oral communication skills.Must possess high-level organizational skills in project management with scrupulous attention to detail, and the ability to manage workload, and prioritize effectively.Capacity to work professionally with a wide variety of staff, faculty, alumni, friends, media, and volunteers and represent the School in front of large audiences.Ability to work independently and collaboratively as part of a team.Experience creating and managing budgets for events and programs.Experience executing large events or conferences with 200+ attendees.Experience with event specific project management software systems (ie, Smartsheet) DESIRED QUALIFICATIONSWorking knowledge of UW systems such as ProCard, eProcurement, and CAAMS.Project Management experience with Smartsheet or other project management software.Events management experience at a university. 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 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 access 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.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.