DIRECTOR OF EVENTS AND CONFERENCE SERVICES

Company: University of Washington
Location: Tacoma
Posted on: March 16, 2023

Job Description:

If you are using a screen reader and experience any difficulty accessing our web pages, please call 206-543-2544 or email UWHires and we will be happy to assist you. jump to content DIRECTOR OF EVENTS AND CONFERENCE SERVICES DIRECTOR OF EVENTS AND CONFERENCE SERVICES Req #: 217611 Department: UW TACOMA Job Location: Tacoma Campus Posting Date: 01/25/2023 Closing Info: Open Until Filled Other Compensation: Shift: First Shift Benefits: 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. 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.

The University of Washington Tacoma is an anchor institution that is deeply invested in its local communities and in student success. As one of three campuses of a world-class university, UW Tacoma is dedicated to interdisciplinary and innovative teaching and scholarship and to engaging the community in mutually beneficial partnerships. UW Tacoma's commitment to access and diversity is central to an environment where students, staff, faculty and South Sound residents find abundant opportunities for intellectual, personal and professional growth. More information about UW Tacoma and its strategic plan can be found here.

This position will lead the development of a new campus unit - Events and Conference Services. The position will report to the Chancellor's Office through the Chief of Staff/Chief Strategy Officer. This position will be responsible for successfully producing all of our campus events, including Commencement and Convocation, as well as Chancellor's Office events including Summer Soiree, donor gatherings and campus celebrations. This position will also be responsible for developing a Conference Services program that generates revenue to support campus operations as well as connects our campus infrastructure to our community in ways that help to actualize the "Vitality" strategic priority in our campus strategic plan.

Duties & Responsibilities:

Conference Services (40%)

• Develop and implement marketing strategies to promote Conference Services and fully activate campus in partnership with our broader community in alignment with our strategic plan.
  
• Oversee bid proposals for conferences, to include budget, timelines and on-site management and facilities costs; Track internal Conference Services budgets, adhering to University policy and procedures regarding expenditures and reporting. Including the creation and monitoring of budgets for each conference to ensure break-even budgeting for the unit.
  
• Develops revenue targets and monitors Conference Services financial performance.
  
• Design, implement and evaluate organization and staffing needed to effectively accomplish the goals and objectives of institutional events and conferences.
  
• Supervise multiple event and conference staff/students and contracted vendors on a project basis.
  
• Design, implement and evaluate procedures related to event and conference operations.
  
• Demonstrate continuous effort to improve operations, decrease response times, streamline work processes and work cooperatively and jointly to provide quality, seamless customer service.
  
• Ensure program is generating revenue for the University to cover the costs of Conference Services, and a revenue stream for the campus.
  
• Facilitate conferences and various events on-site, ensuring that event operations are cost effective and in accordance with goals and objectives; maintain a professional relationship with attendees and resolve or manage the resolution of problems and issues as they arise; ensuring excellent event and customer satisfaction.
  
  Institutional Events (40%)
  
• Manage the team of people responsible for the full range of activities within campus venues and spaces (including Philip Hall, Milgard Hall, classrooms and other venues) from lectures and conferences to meetings, gatherings and large-scale events
  
• Perform short-term and long-term budget planning for institutional events, campus venues and Conference Services; prepare reports.
  
• Maintain and reconcile event and financial records, including financial reporting.
  
• Develop and implement marketing strategies to promote UW Tacoma campus spaces and Conference Services in partnership with the marketing and communications team.
  
• Direct and coordinate the operational planning of events to include budgets, speakers, facilities, staffing, technology, equipment, logistics and/or other related issues.
  
• Serve as lead for major campus events, such as:
  
• Convocation
  
• Commencement
  
• Spring Celebration and Holiday Gathering
  
• Summer Soiree
  
• Lecture series (to include some involvement with the Paulson Endowed Lecture)
  
• Serve as lead for other campus events, such as:
  
• Ribbon cuttings
  
• Chancellor events
  
• Critical campus gatherings
  
• Some alumni-focused events (in partnership with Alumni Relations)
  
• Manage events in accordance with university rules and applicable policies, and state and local laws, regulations and licensing requirements.
  
• Provide professional promotional materials including flyers, brochures, folders, proposal and marketing materials in accordance with the UW Tacoma marketing and communications team and plan.
  
• Communicate with UW Tacoma departments and programs regarding schedule, plans and resource expectations.
  
• Negotiate and administer multiple event contracts in collaboration with the Finance Office and Purchasing.
  
• Debrief and produce event reports to include attendances, times, issues, etc.
  
  Institutional Role (20%)
  
• Develop an annual campus-wide event plan in concert with the academic units, Advancement, and the Chancellor's Office.
  
• Design, implement and evaluate organization and staffing needed to effectively accomplish the goals and objectives of institutional events and conferences.
  
• Act as a consultant to Schools and various units in advising them about their unit-based special events including schedule, plans and resource expectations.
  
• Oversee daily operations in Conference Services.
  
• Serve as lead for the Use of University Facilities (UUF) committee, including administering the policies and approvals for the use of alcohol.
  
• Work with the Chief of Staff/Chief Strategy Officer to ensure that events and conference services are contributing to the UW Tacoma strategic plan in a way that positively impacts the goals of the campus.
  
• Work with the Chancellor's Office and Advancement to ensure the use of events and campus community engagement activities as gateways and forums for relationship building, cultivation and stewardship toward short- and long-term benefit and impact for UW Tacoma.
  
  MINIMUM QUALIFICATIONS
  
• Bachelor's Degree in Business, marketing, hospitality or related field or equivalent experience.
  
• At least 5 years of experience with event planning/coordination to include budget administration, and extensive knowledge and understanding of event planning and setup
  
  ADDITIONAL QUALIFICATIONS
  
• Excellence of work standards and active interest in providing exceptional service to the Office of the Chancellor and the University.
  
• Strong supervisory and managerial skills to build an effective, collaborative team.
  
• Experience developing policies while dealing with ambiguity, growth and multiple internal and external constituents.
  
• Training skills.
  
• Ability to demonstrate accountability in all work responsibilities, and exercise sound and ethical judgment.
  
• Excellent oral and written communication skills and effective listening skills.
  
• Superior customer service skills.
  
• Demonstrate an enthusiastic, positive, "can-do" attitude.
  
• Highly motivated self starter who can work cooperatively with people at all levels, both within the university and externally, showing initiative, anticipating needs and taking action.
  
• Entrepreneurial spirit.
  
• Strong attention to detail and organizational skills with the ability to multi-task with little or no supervision.
  
• Ability to define problems quickly and resolve them.
  
• Ability to work well with quickly changing priorities and/or situations.
  
• Strong analytical, critical thinking and decision-making skills.
  
• Proficient in MS office suite, including Work and Excel, and the ability to use and/or learn to use technology/equipment related to events or event planning.
  
  DESIRED QUALIFICATIONS
  
• Master's degree in business, marketing or related field.
  
• Eight or more years of event planning/coordination experience.
  
• Ability to negotiate and manage contractual agreements.
  
• Previous supervisory experience.
  
  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.
  Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law .
  
  Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu .COVID-19 VACCINATION REQUIREMENTEmployees of the University of Washington are required to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.

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