MANAGER OF PROGRAM OPERATIONS - EVENTS & PR

University of Washington - Seattle, WA

Full-time
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.

The Manager of Events & PR is responsible for overseeing the events and PR teams as well as the implementation and coordination of the annual event plan for the Department of Electrical and Computer Engineering (ECE) and the PR associated with these events. The ECE Department holds over 200 events a year ranging from small weekly lab lunches, Departmental events to large research related conferences. The Events Manager works in collaboration with internal and external audiences including the Department chair, faculty, staff, students, CoE and UW central advancement officers. S/he supports the mission and values of the Department while cultivating a stronger relationship with faculty, staff, students, alumni and industry sponsors.

This position requires a flexible schedule as the workload and times vary considerably. High-quality work and attention to detail is required under tight timelines. The Manager must collaborate and work closely with the ECE Administrator and team members. A large amount of collaboration and consensus building is needed.

RESPONSIBLIITES:
The Events Manager will be responsible for the implementation of event logistics and strategies and external facing PR to support these events. These events are designed to promote and enhance the image of ECE while increasing awareness of and generating support for the Department and the University.

Event Planning/Management
Responsible for the comprehensive organization and management of the Department of Electrical and Computer Engineering (ECE) events. Functions range in size and complexity from annual alumni events, and annual department events to receptions, conferences and small meetings. Events include participation by ECE leadership, the COE dean, ECE faculty, staff, Alumni, donors, and volunteers.
Secure venues, compile guest lists, manage RSVPs, arrange transportation, accommodations, parking and security, select menus, décor and retaining vendors.
Lead event committees.
Manage and supervise external vendors, including (but not limited to) caterers, designers, printers, mail houses, photographers, AV teams and decorators.
Develop catering menus for all ECE events (external and internally focused). Based on the event schedule, work proactively with key partners to design/develop menu selections within budget. Schedule and order catering services.
Responsible for the organization and archival of event attendance, as well as post-event communications.
Follow UW and state regulations for events by obtaining necessary permits, UW approvals and event insurance.
Oversee production of branded items used as giveaways and gifts for event attendees and guest speakers.
Post-event, and in collaboration with ECE Event Team and planning committees, evaluate the effectiveness of the event collateral, attendee satisfaction levels, fundraising outcomes, and improvement opportunities. Provide an annual report of activities with recommendations for improvements.
Lead the ECE Colloquium Series annually, ensuring all logistics and communication are completed effectively and timely

Staff Supervision
Supervise Events Coordinator (1 FTE), Public Information Specialists (2 FTE) and 2 student workers (one events, one PR)
Oversee ECE PR, ensuring all event related PR is completed timely and effectively, as well as general department PR that is non event related (i.e. social media content, website content, technical story creation, print publications, etc.).
Ensure PR team executes all website related requests and updates, including adding events to Department calendar
Manage the development of event related materials and publications, including but not limited to programs, flyers, directional signage and maps.
Direct PR team to produce event invitations both print and electronic. Work with PR team and Chair's office to finalize copy, design invites and distribute, via mail or email.

Finance and Administration
Manage and authorize expenditures, negotiate vendor agreements to maximize budget.
Research, evaluate and recommend vendors to key participants to provide event services. Serve as the primary point of contact for event management, negotiate prices, contracts and logistics with event service providers. Process vendor contracts and payments. Handle purchasing for the ECE Events Team using a ProCard and ARIBA
Responsible for the development and ongoing accounting of event budgets. Ensuring all events are executed on time and on budget. Responsible for generation of post-event reporting of expenses, and working with the ECE Research Management Team on reconciliation and reimbursements.
Work with UW Housing and Food Services to build and oversee online registration and payment systems for events/conferences.
Work proactively with ECE Facilities Manager to ensure all events run smoothly within UW ECE building.
Provide support on and/or lead other projects as assigned by the Administrator and/or Chair's Office.
Lead in training of temporary staff for major events.

Other duties as assigned by Administrator or Chair

REQUIREMENTS:
This position requires a minimum of a bachelor's degree in Event Management, Project Management, Marketing/Communications or a related field, as well as four to five years experience in event planning and/or project management

ADDITIONAL REQUIREMENTS:
Previous event, marketing &/or project management experience.
Must be adept at organizational proficiency and project management, including the ability to prioritize work in a fast-paced setting.
Capacity to achieve superior results working independently and as a team member in high-pressure situations.
Customer service-minded, strong interpersonal skills, creativity, strong sense of aesthetics, organized with strict attention to detail and able to maintain confidentiality.
Excellent written and verbal communication skills. Must be flexible in a fast-paced setting, able to work effectively under deadline pressure. Ability to communicate clearly, diplomatically and effectively.
Capacity to work professionally with many constituencies (e.g. staff, faculty, alumni, friends, vendors, media and volunteers.)
Demonstrated ability of succesful supervisory and management skills
Strong computer skills with PC and proficiency in Google Suite, Microsoft Word, Excel, PowerPoint, and Adobe Suite.
Ability to work a flexible schedule on evenings and weekends.
Ability to occasionally lift 20-30 lb.
Valid driver’s license is required. Candidate selected must be willing to travel when necessary.

DESIRED:
Experience working in higher education, preferably familiarity with the University of Washington.
Experience working in Convio and/or with Marketo
Equivalent education/experience may substitute for stated requirements.

:
Ability to work evening and weekend hours, as necessary, on short or limited notice.
Must have regular and reliable transportation for local travel and willing to travel, including out of state, when necessary.
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:
  • 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.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.