Experience Inc. Jobs

Req #: 242398

Department: COLLEGE OF ENGINEERING

Appointing Department Web Address: https://www.collaborationcore.uw.edu/

Job Location Detail: Hybrid work schedule - typically 3 days/week in office work requirement

Posting Date: 01/10/2025

Closing Info: Open Until Filled

Salary: $5,834 - $6,667 per month

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.

The College of Engineering has an outstanding opportunity for an Events Manager to join their team. POSITION PURPOSE The Events Manager is responsible for producing events for the various research units in the College of Engineering’s Collaboration Core. This position interacts regularly with institute directors, faculty, and research/administrative staff, and reports to the Associate Director of Communications and External Relations.

POSITION COMPLEXITIES The individual in this position utilizes independent judgment and creativity to plan a variety of internal and external events. Events include: research seminars; conferences; workshops for faculty, students and partners; presentations and showcases for internal and external audiences; lab openings; and networking events. If the skills necessary to develop and produce aspects of events are beyond the skillset of the position, this position will work with colleagues, campus service providers and/or independent contractors to accomplish the work, troubleshooting when necessary.

POSITION DIMENSIONS AND IMPACT TO THE UNIVERSITY This position is essential to engaging the UW community, wider academic communities, and other external stakeholders in the institutes’ research, education, and innovation missions through impactful events. This position is responsible for establishing new functions and best practices related to events. They consult with the Associate Director on complex problems, recommend solutions, and work to implement them. They also establish and use metrics by which to measure the effectiveness of the new resources; if resources underperform, this position identifies problems and proactively suggests improvements and changes.

DUTIES AND RESPONSIBILITIES Event Management

• Organize and provide support for events as requested by the Director(s) or supervisor.

• Events include: research seminars; conferences; workshops for faculty, students and external partners; presentations and showcases for internal and external audiences; lab openings; and networking events.

• Lead planning and debrief meetings with directors and staff, tracking action items and recommendations for continuous process improvement.

• Manage event logistics including travel arrangements, workback plans, meeting schedules, space reservations, equipment rentals, and event materials and decor.

• Develop agendas and draft invitations, reports, surveys, and other professional correspondence, which often contain confidential or sensitive information.

• Provide day-of event support, arranging furniture, accepting deliveries, organizing meeting materials, welcoming guests, and tracking attendance.

• Close up spaces after events, returning furniture, supplies, and refreshments to permanent storage.

• Manage inventory of all Collaboration Core event supplies, including food and beverages, linens, A/V equipment, and branded materials.Event Marketing & Communications

• Manage internal and external communications for events, including distribution of event announcements following established processes and policies through a variety of communication channels (Trumba event calendars, web pages, listservs, etc.).

• Create and update web pages as needed for events.

• Design promotional and informational materials, including impact reports and conference recruitment posters.

• Compile resources and share information about upcoming events and opportunities with the UW community.

• Manage program participant data, ensuring relevant contact information and listservs are updated on a regular basis.Budgeting & Finance Administration

• Oversee event budgets and reconciliation of all event expenses, following restrictions and guidelines for spending from multiple funding sources.

• Arrange and execute honoraria for speakers, catering agreements, and contracts for vendors and hotels.

• Work with external partners and relevant University offices to coordinate event sponsorships.Other

• Represent Institutes at appropriate meetings and events to stay up-to-date on regulations, policies, and trends affecting work and seek training opportunities related to events management.

• Stay current on events and marketing and communications practices by peer institutions.

• Read industry publications, attend seminars and classes, evaluate software and products, and recommend improvements.

• Other duties as assigned. MINIMUM REQUIREMENTS

• Bachelor’s degree in Liberal Arts, Communications, Design and/or related fields.

• At least two years of experience managing events in an Academic Research and Education Environment or Science, Engineering, or Technology-focused organization or company, 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 REQUIREMENTS

• Excellent written, verbal and interpersonal communication skills.

• Excellent design skills.

• Demonstrated ability to conceive, implement, and evaluate creative event strategies.

• Experience executing large events or conferences with 200+ attendees.

• Advanced knowledge of MS Office: Outlook, Excel, Access, Word.

• Demonstrated problem solving and analytical skills.

• Proven organization and multitasking skills in a fast-paced environment.

• Demonstrated commitment to diversity and equity and ability to form productive working relationships with students, staff and faculty from diverse backgrounds.

• Ability to work collaboratively and independently with a high degree of reliability, accuracy, and productivity. DESIRED QUALIFICATIONS

• Experience with virtual event platforms, YouTube, and Zoom.

• Experience working in WordPress or Drupal.

• Experience working with faculty and managing complexities of cross-department and interdisciplinary units. 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.