ASSISTANT DIRECTOR OF CEREMONIES & EVENTS (0.75 FTE) - University of Washington

Req #: 239861 Department: ADVANCEMENT AND EXTERNAL RELATIONS Appointing Department Web Address: https://www.uwb.edu/advancement Job Location Detail: 2 days of telework available Posting Date: 10/17/2024 Closing Info: To ensure consideration, Apply By 10/24/2024 Salary: 75% of $5,518 - $6,437 per month Limited Recruitment: **Open to UW Bothell 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. **The Department of Advancement & External Relations has an outstanding opportunity for an Assistant Director of Ceremonies & Events (0.75 FTE) to join their team.** The Assistant Director of Ceremonies & Events works with the Director of Ceremonies to design, execute and evaluate special events for the UW Bothell campus and community. These events are created to 1) celebrate important educational milestones for our students, faculty, and staff; 2) promote the impact of UW Bothell and the potential for engagement and partnerships; and 3) recognize, cultivate, solicit, and steward our philanthropic partners. The Assistant Director will be responsible for supporting the work, priorities, and goals of the Director of Ceremonies and the Advancement team by engaging with UW Bothell's diverse internal and external audiences including the greater community, alumni, friends, faculty, staff, volunteers and donors. **DUTIES AND RESPONSIBILITIES** Project Management of Signature Campus Events (Convocation + Commencement) The Assistant Director works collaboratively and with a great deal of independence in planning Commencement, Convocation, and correlated events such as the annual announcement fair, grad fair, student recognition, graduate hooding ceremony, and others. Strong project management skills are needed to: + Manage priorities, policies, procedures and timelines + Manage and evaluate computerized web application for student registration + Manage all communications including stakeholder communication and social media plans + Manage the commencement website including the design, writing, and editing of web content + Manage the writing and design of collateral produced for commencement including programs, posters, banners, procedures and instructions to graduates, faculty and staff marshalsDesign and Manage a Variety of UWB Special EventsThe Assistant Director works independently and in collaboration with the Director of Ceremonies and others on various events that are targeted for a broad set of internal and external audiences. These events and activities may be designed to steward and cultivate donors and/or alumni and have will have strategic financial and/or non-financial goals.To support these important events, a creative and proactive approach is required to: + Assist in creating and maintaining a comprehensive event production calendar + Design and evaluating special events to meet specific financial and non-financial goals + Plan and direct a timeline for events that ensures all details are carried out in an effective, efficient, collaborative, and transparent manner. + Consistently handle multiple events and priorities at the same time + Facilitate the regular evaluation of all events, seeking input from stakeholders and colleagues to promote a practice of continuous improvement + Oversee the writing and design of collateral produced for special events including invitations, programs, posters, and signageData and Technical SystemsThis position is responsible for having a thorough understanding of the University's event systems (training available!), including: CollegeNet, CMS, 25Live, Asana, Cvent, Marketo, and Trumba.Using these systems, this role will: + Manage event timelines and project details + Send invitations + Track RSVPs, manages guest lists, produces nametags, and prepares table assignments when necessary + Collect and analyze data; create reports to inform decision makingSupervise Volunteers + Oversee the recruitment, direction, and appreciation of all special event volunteers.Other Duties as Assigned **MINIMUM REQUIREMENTS** + Bachelor's degree in Business, Communication, Hospitality, Liberal Arts, Theater or related field, and at least 2 years related experience required, preferably in planning and managing large-scale and complex events that require sophisticated build-out and production. **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, oral, and interpersonal skills. + Demonstrated creativity, organizational ability, and strong attention to detail. + The ability to understand data sets and make strategic decisions using data. + The capacity to achieve superior results working independently as well as effectively as a part of a team. + Excellent written, oral, and interpersonal skills. + Enthusiasm, initiative, and flexibility required. + Solid computer skills, including proficiency working with relational databases and Microsoft Word and Excel for the generation of correspondence, special reports, spreadsheets, and forms. **DESIRED QUALIFICATIONS** + Experience designing and hosting events that invite and include diverse perspectives, voices, and experiences. **CONDITITONS OF EMPLOYMENT** + 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 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 for 4 or more hours continuously, Ability to walk for 4 or more hours continuously, Ability to work greater than a 10 hour day + Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions. **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.