Req #: 233659

Department: COMOTION

Posting Date: 04/26/2024

Closing Info: Open Until Filled

Salary: $5,810 - $6,500 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 ) Although open until filled, priority will be given to applications received by May 10th.

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.

UW CoMotion is committed to creating an environment of inclusiveness where every person feels welcomed and valued. We believe that attracting and retaining a diverse staff is crucial to provide excellent and innovative services to University of Washington (UW) researchers.

The mission of CoMotion is to partner with the UW community on their innovation journey, providing tools, connections, and acumen to transform ideas into economic and societal impact. CoMotion values innovation, creativity, integrity, collaboration, diversity, societal impact, and service to the UW community.

CoMotion has an outstanding opportunity for an Events Manager . We are seeking a dynamic individual to spearhead our event initiatives, showcasing our organization's excellence and fostering community engagement.

As the Events Manager (Program Operations Specialist (E S 8)), you will play a pivotal role in crafting, executing, and evaluating our event strategies, overseeing a diverse portfolio of 50+ events annually. Your responsibilities will include negotiating vendor agreements, managing budgets, and occasionally supervising student workers.

Collaboration is key, as you'll work closely with internal stakeholders such as staff, volunteer mentors, guest speakers, and faculty, as well as external partners.

This role demands exceptional organizational skills and the ability to thrive in a fast-paced environment. Reporting directly to the Director of Events, you'll focus on strategic planning and logistics, ensuring seamless execution under tight deadlines. Adaptability is crucial, as new events arise regularly.

We're looking for someone who thrives on innovation and creativity, with a keen eye for detail and a self-starting attitude. Effective communication is paramount, as you'll interact regularly with university colleagues, leadership, and external collaborators.

The Events Manager must produce high-quality work under tight timelines and be able to navigate the multi-faceted, multilayered complex culture, both at the University level as well as the complex unit level.

The person holding the position must be flexible, must be able to multitask, and must communicate effectively with colleagues and team members. This position requires an innovative, creative, highly motivated, flexible, detail oriented individual. This position requires ability to work independently.

This position will report to the Director of Events. This role offers the opportunity for remote work flexibility, with expectations to be in-office for a minimum of three days per week.

DUTIES AND RESPONSIBILITIES 45% - Program Structure

• Direct the overall event management plan for events that you will manage. This includes securing venues, catering, compiling guest lists, managing RSVPs and related event communication, arranging parking, selecting décor, setting rooms and assisting with A/V needs.

• Proactively anticipate guest needs and provide onsite problem solving for event related issues. Manage adjustments to ensure meeting outlined objectives to ensure event success.

• Create event timelines and run of shows for each event.

• Manage and supervise external vendors, including (but not limited to) caterers, designers, AV crews, and photographers.

• Develop, manage and authorize expenditures for annual event budget, negotiate vendor agreements to maximize budget, and oversee budget tracking.

• Maintain best practices information that may be shared with other constituency units.45% - Program Strategy and Management

• Create, implement, manage, and evaluate CoMotion’s events each year and support ongoing CoMotion and CoMotion Labs programmatic events. These events and activities are designed to build awareness of the university’s innovation activities, as well as steward members, investors, and people in our innovation ecosystem.

• Events range in size and complexity from monthly mix and mingles, Startup Career Fairs, learning workshops, lunch and learns, Fundamentals for Startups, and more. Many events include participation by CoMotion leadership, cross-campus partnerships, volunteer mentors, and incubator members.

• Evaluate all event programs for outcomes, satisfaction levels and improvement opportunities, and make recommendations regarding general and program driven CoMotion events.

• Manage the development of event related materials (email listservs, Slack channel, social media).

• Lead other projects as assigned by the Director of Events.10% - Other duties as assigned. KEY COMPETENCIES

• Effective communications: Able to express oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.

• Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.

• Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.

• Critical Thinking: Able to obtain, analyze and evaluate information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.

• Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity. MINIMUM REQUIREMENTS

• Bachelor's degree or equivalent combination of education and experience.

• Four years of experience in event planning and execution, marketing, communications, or related work experience.

• Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS

• Customer-service minded, strong interpersonal skills, creative, strong sense of aesthetics, and organized with careful attention to details.

• Capacity to work professionally with many constituents (ie: staff, members, mentors, friends, and volunteers).

• Strong computer skills, including proficiency with Microsoft 365 and G-Suite, Zoom, special reports, spreadsheets, databases, forms, etc. DESIRED QUALIFICATIONS

• Demonstrated ability to conceive, implement, and evaluate creative events.

• Demonstrated creativity, organizational ability, and strong attention to detail. Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast pace, dynamic, deadline driven environment in an organized and professional manner.

• Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely, and appropriate manner that is congruent with the organization's values, goals, and mission to achieve success.

• Planning & Implementing: Ability to develop strategies, measures for success, and feasible timelines for successful project implementation and execution. CONDITIONS OF EMPLOYMENT

• Must live within commuting distance of UW Seattle Campus.

• May be eligible for a hybrid work schedule.

• In-person attendance is mandatory for events and some CoMotion meetings.

• A valid Washington State driver’s license is required. Candidates selected must have reliable transportation and be able to travel when necessary. Frequent cross campus travel expected.

• Cubical/Open workspace environment which may result in additional or higher levels of noise and visual distractions.

• Ability to work evening and weekend hours.

• Ability to lift 20 pounds regularly 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. 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.