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The Daniel J. Evans School of Public Policy & Governance, a top ranked public policy school, serves over 500 students in three graduate degree programs: Master of Public Administration, Executive Master of Public Administration, and Ph.D. in Public Policy & Management. The school is defined by a tradition of rigorous study, innovative research, and a commitment to public service. Our graduates and faculty provide the ideas, expertise, and leadership that guide government agencies, nonprofit organizations, and private companies around the country and throughout the world.
The Evans School of Public Policy & Governance has an outstanding opportunity for a part time, 75% FTE Events Manager.
The Events Manager will contact high profile audiences like donors and community leaders and use their best judgement to interact with these audiences in an appropriate manner. Working from a budget and under supervision, the Events Manager will also engage vendors to provide cost-efficient and high-quality event-related goods and services. Events range in size and complexity – including our major annual fundraising dinner, public research panels and receptions, day-long retreats, large school-wide student-centered events such as orientation and graduation, student open houses, and small catered meetings.
Under the direction of the Assistant Dean of Advancement, the Events Manager is responsible for planning, managing, implementing, staffing, and evaluating all events at the Evans School.
In general, Evans School events are designed to 1) promote the public’s understanding of the impact and strategic objectives of the Evans School and 2) build a sense of community among internal audiences (students, faculty, and staff). Activities associated with this position involve direct contact with the Evans School’s diverse internal and external audiences including community leaders, alumni, friends, faculty, staff, students, volunteers, donors and potential donors. Additionally, this role works closely with the Evans School Dean’s office, faculty, and staff to create individualized events to support the mission and goals of the Evans School.
The Events Manager will need to regularly meet deadlines for individual events; event dates are determined by the Evans School Leadership and the Dean's schedule. Events Manager must immediately respond to inquiries from guests, speakers, and community members regarding events. This position is required to staff events which may be held at irregular hours, including nights and weekends.
Manage all event logistics, working from an approved budget, to include—but not limited to—compiling guest lists and subsequent RSVP lists, supporting invitation design and execution, recruiting and coordinating volunteers, securing appropriate venues, arranging transportation, parking and security, selecting menus and décor, and retaining caterers and other vendors.
Find ways to creatively meet event goals, regardless of a tight budget or a short time-frame. Execute and/or manage graphic design needs to support the visual elements of event promotion as well as the visual assets of an event itself (PowerPoint, signage, programs, etc.)
Troubleshoot and resolve issues both on-site at events, as well as when managing them remotely.
Negotiate vendor agreements to maximize budget and oversee expenditures.
Keep event stakeholders and Evans leadership informed about upcoming decisions, deadlines, red-flags, challenges, etc. Maintain an accurate and up-to-date calendar of Evans School events and contribute to the maintenance of Evans School and UW event webpages so that we can share Evans School events with the wider community.
Evaluate event and program outcomes and make recommendations for future events. Improve or eliminate events based on surveys and analytics.
Provide on-site staffing for most – if not all – events, including evenings and weekends.
Recruit event volunteers and student workers to help with event execution.
This position may also supervise a work-study student worker (part-time), and is responsible for providing direction and clear priorities to set this student worker up for success.
Perform other duties as assigned to support the mission and strategic plans of the Evans School.
Bachelor’s degree in hospitality services, event management, marketing, communications, development, public relations, public policy, or a related field. Equivalent combination of education and experience may substitute for degree.
Two years of experience managing events for large and diverse audiences, (e.g. fundraising dinners, public lectures, receptions).
Ability to work independently, problem-solve, take initiative, set priorities, handle multiple projects, and exercise good judgment in a fast paced, deadline-driven environment in an organized and professional manner.
Excellent verbal and written skills, organizational skills, and capacity to achieve superior results to work independently and as part of a team.
Ability to work a flexible schedule for events scheduled on evenings and weekends.
Strong interpersonal skills and an ability to communicate effectively in writing, by phone and in person. Experience handling sensitive, confidential material and working with high-level administrators, corporate executives, and professionals.
Demonstrated ability to work well with multiple persons and persons from diverse backgrounds.
Demonstrated proficiency with personal computing environment, including Macs and PCs, Microsoft Office Suite (Microsoft Word, Excel, Outlook/Entourage, and PowerPoint), and the Internet. Willingness and ability to learn to use the ADVANCE database system and other proprietary software products.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Three+ years of experience managing high-level events.
Experience in higher education organizations, the public sector, or nonprofit organizations.
Experience working with Convio or similar email marketing tools.
Working knowledge of the Adobe Creative Suite.
This role requires strong project management skills, as well as the ability to problem solve, take initiative, set priorities, and handle multiple projects at once. The successful candidate will be able to exercise good judgment in a fast-paced, dynamic, goal-driven environment. The successful candidate will also have the ability to see the forest through the trees, a willingness to stay flexible and nimble in one’s day-to-day activities, a healthy sense of humor, and a propensity to say “yes” when asked to help achieve various team goals. Dependability, diplomacy, and a sense of humor. Demonstrated creativity, organizational ability, and strict attention to detail.
CONDITIONS OF EMPLOYMENT:
Ability to work a flexible schedule for events scheduled on evenings and weekends, and rare out-of-state travel. The candidate selected must have a valid Washington state driver’s license and be willing to run event related errands when necessary.
Ability to transition between sudden changes in a dynamic environment.
Ability to manage varying degrees of stress under pressure. Ability to lift/move 20 pounds regularly and up to 40 pounds occasionally for event set up and logistics.
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.