Job Information
University of Washington ADVANCEMENT SERVICES OFFICER (EVENTS) in Seattle, Washington
Req #: 235002
Department: UW ADVANCEMENT: THE COLLEGE OF BUILT ENVIRONMENTS
Job Location Detail: Hybrid Eligible - 3 days in office, 2 days of telework
Posting Date: 05/31/2024
Closing Info: Open Until Filled
Salary: $6,015- $6,331 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) Priority consideration will be given to applications completed by 6/14/2024.
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.
For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement (https://www.washington.edu/advancement/) . Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.
This starts with creating a culture of belonging ( https://www.washington.edu/advancement/ua-dei-visions-values-and-actions/) within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.
The College of Built Environments has an exciting opening for an Advancement Services Officer (Events). This is a full-time permanent position.
The Advancement Services Officer will use their expertise to develop and execute unique experiences, increasing awareness, engagement, and philanthropic support for the College of Built Environments (CBE). Reporting to the Director of Marketing & Communications, they will oversee the planning, management, and evaluation of events of varying size and complexity, including breakfasts, dinners, receptions, lectures, and meetings, with VIP participation from the Dean, key donors, alumni, business and community leaders and occasional participation from University leadership.
The Advancement Services Officer will also provide administrative support to the Assistant Dean for Advancement & External Relations and operational support to the broader CBE Advancement team.
What You Will Do: Event Management (70%)
• Own the management of an assigned event portfolio, while maintaining a strong sense of responsibility towards its success. • As a member of the marketing and communications team, collaborate closely with the event approver to establish the event goals, budget, strategy, and customer experience. Work with the team to define messaging, content, and promotion strategy. • Provide project management for the assigned event portfolio. Lead project meetings, create and manage timelines, utilize the internal project management tool (Asana) to track projects, and provide updates to internal stakeholders. • Ensure regular collaboration and communication with appropriate stakeholders to successfully execute assigned projects. • Manage event logistics, which include tracking events in CRM, reserving venues, overseeing vendors, obtaining photo release forms, coordinating speakers, staffing, and volunteers, as well as managing catering, parking, musicians and entertainment, photography, transportation, security, décor, audio/visual, and other related tasks. • Lead the set-up and break-down of events, including rental equipment, signage installation, event supplies, and décor. • Develop a detailed run of shows and schedule rehearsals to ensure a seamless flow of the event. • Create and document standard operating procedures for specific job tasks, to ensure consistent and efficient event planning and execution.
Guest Services and Customer Support (20%)
• Manage guest lists and facilitate accommodations, such as parking, dietary, and accessibility needs, ensuring a pleasant experience for all attendees. • Establish and track guest lists, build and manage the online registration system (Cvent), and provide excellent customer service by phone and email. • Coordinate invitation timelines, develop complex seating plans, and communicate RSVP and attendance details to internal stakeholders. Requires knowledge of Cvent software. • On event days, manage check-in, assist with staffing and volunteer orientation, and oversee event set-up and break-down. • Provide high-touch customer service to all clients, working directly with registrants on problems and inquiries through multiple modes of communication. • Develop, implement, and update procedures to ensure consistency in collecting, analyzing, organizing, and presenting audience/guest data. • Proactively coordinate with development team members to invite and, when appropriate, assist in carrying out donor strategies as it relates to events logistics and unique experiences.
Administrative Support (10%)
• Manage the procurement of event supplies, equipment, and other event necessities. • Provide administrative support to the Assistant Dean for Advancement & External Relations. • Provide operational support to colleagues on the Advancement Team. • Attend quarterly Event Network Roundtable meetings. • Monitor the Event Network communications channels and engage with campus event colleagues with knowledgeable, helpful information and resources. • Other duties as assigned.
MINIMUM REQUIREMENTS
Bachelor's degree and two years of experience in event management/catering, marketing and communications, public relations, non-profit or related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. What You Bring:
• Strong written and verbal communication skills, with a focus on attention to detail, customer service, building professional relationships, and engaging diverse audiences. • Proficiency with databases, project management software, Microsoft Excel and Word. • Thorough understanding of technology tools, such as webinar platforms, video conferencing, and marketing services. • Ability to work independently and collaboratively in problem-solving, taking initiative, setting priorities, and efficiently handling multiple projects. • Demonstrated ability to maintain confidentiality and protect sensitive information. • Commitment to working in and promoting an equitable and inclusive work environment.
What You Can Expect:
• Some evening and weekend hours are required, as necessary, with short or limited notice. • Some local travel is required, as necessary. • Physical event support will be required, including setup, tear-down and 4+ hours of walking/standing.
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 log into your “My Jobs” page. If you choose 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.
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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.