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 Paul G. Allen School of Computer Science & Engineering at the University of Washington educates tomorrow's innovators, conducts cutting-edge research in core and emerging areas of the field, and leads a broad range of multi-disciplinary initiatives that demonstrate the transformative power of computing. Consistently ranked among the top computer science programs in the nation, the Allen School is widely recognized for its success in promoting diversity and for the impact of its research and teaching across our region and around the globe. The Allen School occupies two spectacular buildings -- the Paul G. Allen Center and the adjacent Bill & Melinda Gates Center -- located at the heart of the UW campus in Seattle.The Allen School has an outstanding opportunity for an Events Manager.The Events Manager will plan and execute a wide range of internal and external events hosted by the Allen School, and will manage a rapidly growing program that contributes to further the School's mission. This hands-on position provides a unique opportunity for meaningful and challenging work with collaborative, innovative colleagues in world-class facilities. This position affords the opportunity to shape and influence how spaces are utilized to foster a welcoming and supportive environment for the Allen School's diverse community of students, faculty and staff. The School features new event areas including an expansive conferencing commons with sweeping lake and mountain views. Critical for success in this position will be a passion for maintaining high-quality customer service for events under the School's branding, and providing consistency and professionalism as the public face of the School.The Events Manager is a member of the highly collaborative Allen School Operations team. With 8 full-time staff and 6 student assistants, the team provides a broad range of building and operations support including events and catering, front office operations/reception, building access and safety, and facilities and maintenance. The Events manager supervises 1 full-time events staff member, and leads other shared staff in event execution. This position reports to the Director of Facilities.RESPONSIBILITIES:Plan, Coordinate, and Execute Allen School Events*Lead the events management team in creating high quality, "best experience" events.*As the primary contact and lead on all School-related events events (100 to 500 attendees), the Events Manager designs and executes annual and special events for CSE and the community at large. Events range in size, impact and visibility at the school and University level, and include but are not limited to: - Outreach and external relations events (e.g. Donor and alumni-focused events, state legislature thank you receptions, scholarship award events, recruiting fairs and research showcase events); - Academic-focused events (e.g. New Grad Orientations, Direct Admit Visit Days, Prospective Grad Visit Days, Graduation, Faculty Retreats); - Internal community-building events (e.g. quarterly lunches with the School's Director, holiday parties, quarterly socials, new year welcome events).*Serve as the event point of contact for clients and vendors.*Engage customers at each stage in planning and executing events.*Research, evaluate and recommend vendors to provide event services.*Negotiate prices and contracts and serve as primary contact for event management and customer service issues.*Recommend catering menus.*Prepare and monitor major event budgets and be accountable for financial outcomes.*Independently schedule and plan catering for recurring high level and executive departmental events.*Develop and execute new internal events to facilitate and support staff, faculty and student school culture.*Collaborate with School Director, HR, and Facilities Director to ensure events and activities reflect CSE culture.*Plan and develop annual staff, faculty and student trainings related to *Whole U* ideals of health and wellness.*Schedule guest speakers for various meetings.Supervise and Lead Staff*Directly supervise and manage the Research Events Coordinator.*Supervise staff and student building assistants before, during, and after scheduled events.* Serve as lead to the facilities team to ensure that all event spaces are executive presentable and maintained. *Recommend space improvements and additional furnishings as needed.*Ensure spaces are accessible and safe.*Evaluate and provide event and performance feedback to the Director.Develop and Implement Policies and Procedures*Develop and implement internal and external policies and procedures for the use for Allen Center and Gates Center event spaces.*Create and improve contract templates for both internal and external customers.*Execute contracts for all events in event spaces.*Work with Allen School business office to implement budget tracking and financial responsibilities for external groups using Allen School spaces and staffing.*Look for opportunities to improve processes and operational efficiencies and provide feedback to the Director. REQUIREMENTS: *Bachelor's Degree in Marketing, Communications, Hospitality, or related field.*At least two years of experience in event management, advancement or related field.*Demonstrated ability to conceive, implement, and evaluate creative event strategies, preferably in a higher education context.*Ability to synthesize information to balance the interest of multiple parties and act in a decisive and timely manner in the midst of changing priorities.*Proven ability to work with various constituents including the academic community and prominent volunteers. Must be able to operate strategically, tactically, and tactfully under stressful conditions. A track record of sound judgment and decision making. *Strong written and oral communication skills.*Must possess high-level organizational skills in project management with scrupulous attention to detail, and the ability to manage workload, and prioritize effectively.*Capacity to work professionally with a wide variety of staff, faculty, alumni, friends, media, and volunteers and represent the School in front of large audiences.*Ability to work independently and collaboratively as part of a team. *Experience creating and managing budgets for events and programs.*Experience executing large events or conferences with 200+ attendees.*Experience with event specific project management software systems (i.e., Smartsheet)Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.DESIRED EXPERIENCE*Working knowledge of UW systems such as ProCard, eProcurement, and CAAMS.*Project Management experience with Smartsheet or other project management software. *Events management experience at a university.Work Conditions*This position requires to ability to work a highly flexible schedule and be available outside of regular working hours to accommodate project and event demands. This may include working extended hours (up to 16 hours per day), evenings, and weekends.*This position volleys between stationary desk work and frequent physical work requiring mobility, stamina, and the ability to move heavy objects up to 50 pounds.*The workload is driven by externally imposed deadlines such as student and faculty arrivals, event dates set by outside parties, and facilities projects*Must be able to travel efficiently and effectively to area locations including buildings on the Seattle campus, local vendors, and off-campus event sites throughout Seattle on a monthly or as-needed basis.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 Workforce 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.