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.
We have an outstanding opportunity for an Events Specialist.
Reporting to the Chief of Staff (COS), the Events Specialist provides management and coordination of the President’s and Provost's Attendance Request process, recurring and one-time recognition award ceremonies, and other special events hosted or sponsored by the President and Provosts such as hosting local, state and international visitors, meetings and special gatherings; and contributes to overall effective operations in the Executive Office of the President & Provost.
Under the general supervision of the COS, and working closely with the Offices of the Board of Regents, Provost, Deans and Chancellors, Advancement/Marketing & Communications, and other administrative offices, this position directly manages high profile events, meetings, processes and special projects in the Executive Office.
A high level of professionalism and discretion is crucial to this position and its interactions with senior UW leadership and members of the wider university community. It is essential and critical to keep track of a multitude of requests, issues, topics, and people in order to prioritize tasks and processes and provide high-level management and coordination.
The Executive Office of the President & Provost interacts with the diverse units of the university as all as outside constituents and partners from local, national, and international institutions and communities. This highly visible office strives to provide exceptional and professional service to all who request assistance from the University of Washington. The Events Specialist correspondingly encompasses this high level of service.
Duties & Responsibilities
Oversee and Manage the Presidential/Provost Attendance Request Form (PARF) Process
Independently coordinate, manage and, when possible, improve submission and review process as part of overall effective process management. Monitor action plans, maintain ticklers, and track deadlines.
Manage communication and events logistics with administrative staff teams in the Executive Office, Board of Regents, Deans and Chancellors, Advancement, External Affairs, and other administrative offices to ensure effective coordination on Presidential and Provostial events and priorities.
Serve as a central point of contact for external groups, stakeholders and constituents, requesting President or Provost attendance at outside events.
Critically review and evaluate for accuracy and completeness the materials prepared for use by the President and Provost.
Arrange and schedule meetings, briefings, and events for cross-campus constituencies.
Executive Office Special Events Management
Serve as a central point of contact for President and Provost hosted events
Independently coordinate and communicate with university units to plan and manage events logistics and day-of-event activities
Provide continuous assessment and improvements to all aspects of events management
Administrative Support and other duties as assigned
Duties include: support the President in the absence of the Executive Assistant to the President, support the COS in the absence of the Special Projects Manager/Executive Assistant; provide executive search administrative support, as needed; and contribute to the overall effective operations of the Executive Office of the President and Provost.
•Bachelor's degree in business administration, communications, or closely related field. •At least 2 years of experience in events planning and organization at an executive-level •High level of attention to detail and protocol •Strong customer service experience •Demonstrated ability to handle sensitive situations and highly confidential information with tact and discretion •Highly developed interpersonal skills, including excellent written and oral communication skills •Experience managing complex calendars for senior-level executives and teams. •Ability to perform successfully in a very challenging, high volume setting where deadlines and priorities constantly change. •Strong analytical and problem-solving skills; and ability to research topics/issues quickly and efficiently given under limited guidance and direction. •Ability to work independently with a high degree of reliability, accuracy, and productivity. •Advanced proficiency with Microsoft Office. •Flexible and available evenings and weekends as needed when supporting Executive Office special events.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
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.
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 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.
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.