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UW Medicine Advancement has an excellent opportunity for an Assistant Director for Special Events (Job Profile: Development Services Officer).
UW Medicine includes Harborview Medical Center, UW Medical Center – Montlake, UW Medical Center – Northwest, Valley Medical Center, UW Neighborhood Clinics, UW Physicians, the UW School of Medicine and Airlift Northwest. Of the $683.7 million in gifts and private grants raised in FY19 by the University of Washington, UW Medicine Advancement raised $307.3 million (45 percent of the University’s total) in gifts and private grants from nearly 17,000 donors. The University of Washington is in the final year of a multi-billion-dollar campaign, during which UW Medicine has currently raised over $2.4 billion.
Special Events at UW Medicine Advancement create meaningful opportunities for individuals, alumni and corporations to more deeply connect with and support the mission of UW Medicine. Donor and alumni events play a vital role in UW Medicine Advancement’s overall success, directly and indirectly generating philanthropic support to improve the health of people in our community and around the world.
The Assistant Director for Special Events is an integral member of the UW Medicine Advancement’s Engagement and Communications team. This highly visible position helps develop and implement a strategic and comprehensive events program – with more than 75 events annually – that furthers the fundraising goals of UW Medicine Advancement. The Assistant Director works with faculty, staff and vendors to help create and execute a wide range of special events for donor cultivation and stewardship, as well as complex fundraising events with revenue generation and underwriting activities. This role manages a portfolio of 15 or more events and activities annually designed to engage alumni, major gift donors and donor prospects.
Event Development and Implementation (35%):
Participate in the development, implementation and evaluation of a strategic and comprehensive special events program for UW Medicine Advancement. Identify event goals and fulfill them through strategic event programming.
Partner with advancement colleagues to ensure that all events are developed strategically to support fundraising and alumni program goals and engage major donors, prospective donors, alumni and senior faculty and administration.
Project-manage a high volume of complex, high-profile and sophisticated events. Work with colleagues to develop and manage three major donor recognition events per year and two major engagement events for our emeritus and alumni populations. Other events include educational programs and tours, open houses, receptions, large-scale fundraisers, intimate gatherings for major donors and UW School of Medicine alumni activities.
Oversee events with complex revenue models, underwriting activities, volunteer meetings and intimate pre-event gatherings between major donors and high-level University personnel.
Event Logistics (35%): Develop an overall plan to ensure the goals of the event are met. Monitor and evaluate all program components, making changes as needed. For each event:
Develop event proposals, timelines and strategies that align with event outcomes.
Manage the activities of staff and volunteers.
Develop the invitation and strategically generates guest list.
Develop creative elements, program content and identifies speakers and other special guests.
Run event logistics including site identification.
Prepare and oversees vendor contracts for services, decorations, and technical support.
Manage individual, detailed and targeted event budgets.
Ensure compliance with UW policies and procedures.
Manage preparation of all event support materials/collateral.
Develop and produce briefing materials for staff members and volunteers, including prepared remarks, annotated guest lists, and program outlines.
Prepare speakers for their role(s) in the program.
Professionally staff day-of registration and ensure attendees have an exceptional experience.
Prepares an event evaluation with recommendations for future events.
Complete all follow-up and acknowledgements.
Operations, Technology, and Administration (25%):
Develop and manage complex tracking for individual events and team projects.
Participate in technology initiatives and projects including gift processing and registration tools, electronic communications, social media, and websites.
Oversee complex and sensitive data reporting, financial tracking ,and revenue processing.
Produce content for websites and registration tools.
Create documents outlining event procedures and provides program support information.
Provide fiscal management for project expenditures.
Provide oversight on assigned special events to advancement staff and volunteers.
Special Projects/Other Duties (5%):
Executes special projects and initiatives as assigned.
REPORTING STRUCTURE The Assistant Director for Special Events reports directly to the Director for Special Events. This position does not have any direct supervisory responsibilities, but may supervise student assistants or temporary employees as needed to staff events.
BA/BS in liberal arts, communications, business, or science. An equivalent combination of education and experience can substitute for stated requirements.
Two to three years of progressively responsible experience managing high-profile special events, preferably in a fundraising or advancement context.
Proven capacity to lead special events and teams of advancement staff and volunteers, developing and maintaining positive relationships with diverse constituencies.
Demonstrated experience with and high-level mastery of technologies, tools, and databases for event and project management.
Candidates must show a proven ability to create, implement, and manage innovative, results-oriented events.
Intrinsically motivated and able to creatively solve problems to achieve results. Recognizes and seizes opportunities.
Works to resolve conflicts and differences through dialogue and open communication in a timely manner. Sees every difference as an opportunity for growth and change.
Strong interpersonal and customer service skills. Poised, professional manner with the ability to express oneself clearly and with empathy in interactions with others in all forms of communications, verbal and written, one-on-one and group, etc. Ability to communicate in a direct and professional manner that engages dialogue in a manner that resolves differences.
Demonstrated ability to build and maintain positive relationships and actively contributes as a member of working teams to achieve results.
Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. Takes responsibility and initiative to set and meet the goals, objectives and obligations while representing the mission, visions and values of the organization.
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.
Demonstrated ability to maintain confidences and protect confidential information; acts in a selfless manner and models ethical values of the UW.
Values the UW’s commitment to inclusiveness. Demonstrates respect and commitment to diversity.
Familiarity with fundraising principles.
Experience in a higher education or academic medical setting.
Experience with Cvent or other event registration platforms, ProofHub or other project management platforms, Advance or other donor database platforms, Ariba, Marketo, Tableau, and Microsoft Office including Word, Excel, Access and PowerPoint.
ATTITUDES, BEHAVIORS, AND SKILLS WE VALUE
Placing team goals before individual goals.
Assuming the best of intentions from faculty and colleagues.
Embracing a spirit of continuous improvement: Focus on the highest priorities and manage time accordingly; manage and improve programs independently and build ownership over time; anticipate needed next steps and think through problems; approach work strategically, keeping the big picture in mind; address problems proactively and present potential solutions for resolution.
Learning from one another: Demonstrate the desire to learn new things while also meeting current position responsibilities; take the time to build fluency in ALL fundraising operations; be a proactive problem-solver; and show resourcefulness in anticipating and addressing issues and concerns.
Demonstrating professionalism: Transparency – be honest and straightforward with colleagues and donors; Attitude – work with a positive and collaborative approach; Humility – share credit generously and take ownership of challenges (“be generous with credit and selfish with blame”); and Dedication – consistently follow through and keep your word.
Maintaining high emotional intelligence: Build, maintain, and recover relationships with internal and external constituents; partner and communicate effectively with supervisors and peers; and hone self-awareness, including the ability to admit mistakes and knowing when to correct course.
CONDITIONS OF EMPLOYMENT
Ability to lift and carry 25 lbs.
Ability to staff evening and weekend meetings and events.
The individual in this position will have regular, reliable transportation for local travel and be willing to travel when necessary.
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.
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.