ASSOCIATE DIRECTOR OF EVENTS

Req #: 240139Department: COMOTIONAppointing Department Web Address: https://comotion.uw.edu/Job Location Detail: Condon Hall, 1100 NE Campus Parkway, Seattle, WAPosting Date: 10/29/2024Closing Info:

Closes On 11/05/2024Salary: $7,700 - $8,700 per monthLimited Recruitment: Open to Department employees onlyShift: First ShiftNotes:

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-20230701a11y.pdf)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.UW CoMotion is committed to creating an environment of inclusiveness where every person feels welcomed and valued. We believe that attracting and retaining a diverse staff is crucial to provide excellent and innovative services to University of Washington (UW) researchers.The mission of CoMotion is to partner with the UW community on their innovation journey, providing tools, connections, and acumen to transform ideas into economic and societal impact. CoMotion values innovation, creativity, integrity, collaboration, diversity, societal impact, and service to the UW community.CoMotion has an outstanding opportunity for an Associate Director of Events. The Associate Director of Events is responsible for the strategic development, management, execution, and evaluation of events, trainings and other activities for CoMotion’s team members, Labs community, Innovation Roundtable, and Innovation Training teams and mentors. The Associate Director of Events is responsible for the conceptualization, organization, implementation, execution, and evaluation of event strategies. Events will also assist with building pipelines for CoMotion Labs and Innovation Managers.This position will work collaboratively with the unit’s senior leadership and university partners to conceptualize and produce high-level training and events. This position will supervise the Special Events Manager and advise the Director of Innovation Training and Associate Director of Innovation Investments related to event strategies and execution. This position works with members of CoMotion staff, delegations, Labs members, mentors, venture capitalists/angels, etc. and creates engagement opportunities. In addition, they work closely with the marketing and communications team to increase awareness of and participation in CoMotion events and training. To fulfill the duties of the position, the Associate Director of Events interacts directly with CoMotion staff, mentors, investors, service providers and University officials. They support the mission and values of CoMotion while cultivating a stronger relationship with current and potential mentors and the community.This position is responsible for the management, mentorship and professional development of one professional staff position. The Associate Director is responsible for the development, allocation and expenditure of multiple budgets upwards of $100,000+ annually. In addition, this position will offer expertise and advise colleagues in planning and budgeting for their events. In conjunction with the annual budget planning, this position oversees and directs the planning and strategic development of the special event annual events calendar for CoMotion.

The Associate Director works under the general direction of the Associate Vice Provost for Innovation Strategy and Ventures but must regularly use independent judgment while advising and creating event plans and strategies for CoMotion’s team members, Labs community, and Innovation Training teams/mentors. This position collaborates and advises the Associate Vice Provost for Innovation Strategy and Ventures, along with CoMotion leadership in various event options.

The Associate Director produces high-quality work under tight timelines and must be able to navigate the multi-faceted, multilayered complex culture, both at the unit level as well as at the University level. The Associate Director must collaborate and work closely with team members in the unit in each department and campus leadership. A large amount of collaboration and consensus building is needed, working within a complex system. CoMotion’s audiences are extremely diverse.

The Associate Director is responsible for prioritizing projects. This means being able to effectively move projects forward where there may be no clear ownership of an event, but also tactfully moving projects down the priority scale, while continuing to cultivate relationships with partners that have conflicting priorities.

The Associate Director must be fully versed in the University system of working with vendors and suppliers and clearly understand the complexities in obtaining and managing contracts through the purchasing process. This position will be responsible for managing the request for proposal (RFP) process, will negotiate and evaluate contracts and ultimately be responsible for the selection of vendors.DUTIES AND RESPONSIBILITIES Program Development and Management - 60%

Lead, direct, manage, and evaluate a large portfolio of over 100+ annual events/trainings both online and in person for CoMotion.

Direct all aspects of logistical event planning for CoMotion including contracts for catering and venues, AV, parking, security, transportation, manage audience development, invite droppings and RSVPs, photography, signage/nametags and design details. Responsible for project planning, developing timelines and show-flows to compliment the professional and signature nature of CoMotion events.

Form strategic partnerships with the CoMotion Labs team to ensure that event objectives and internal stakeholder needs are fulfilled and surpassed. Manage stewardship events, so our mentors feel connected to CoMotion and networked with one another.

Effectively lead cross-functional, cross-departmental teams in support of multiple event strategies. Partner with other teams to create and share event planning documents, budgets and working timelines to ensure all departmental stakeholders receive clear communication and direction as to roles and responsibilities.

Supervise one event staff member (Events Manager), ensuring they are empowered and resourced to plan and execute exceptional events. Recruit, hire, and provide leadership to staff including all aspects of supervision, mentoring, goal setting and performance evaluations.

Partner with CoMotion external event staff and student volunteers. Establish strong working relationships with UW campus production partners (HUB, UWTV, HFS, Creative Communications etc.) to produce quality, multi-faceted events.

Manage the branding and messaging experience for all CoMotion events/training ensuring uniformity with CoMotion and UW branding objectives and strategies.

Proactively anticipate guest and partners needs and provide effective onsite problem solving for event related issues. Excel in solution oriented creative approaches to solve complex and time sensitive challenges. Professionally manage and communicate adjustments to ensure event objectives are attained.

Stay current on the latest event trends to ensure streamlined operational processes and experiences. Share best-practices with campus event partners and offer event expertise and advice for departments as requested. Serve as a resource for matters of university event protocol and etiquette.Logistics - 30%

Create, manage and authorize expenditures for CoMotion event budgets. Negotiate vendor agreements to maximize budget, and oversee budget tracking and reconciliation including payments, and budget splits.

Select, contract and manage all external purveyors including researching vendors, negotiating contracts and hiring professionals to fulfill event elements. Develop and nurture vendor relationships to ensure optimal delivery of services and goods.

Administer the event invitation process to ensure the correct audiences/stakeholders are invited. Ensure invitees are contacted in a timely manner and communications fall within our branding guidelines. Manage RSVPs and process replies to ensure event attendance is at an optimal level.

Evaluate events post-production to assess engagement levels, discuss and document areas for improvement, and recommend revisions for future event success. Report to partners recommendations for improvements as needed.

Partner with CoMotion staff on any event they produce. Advise and direct logistics including room set up, food & beverage organization, show-flow dynamics, volunteer management and crowd flow. Create day-of-show flow documents and manage production elements.

Provide additional input on and/or lead other projects as assigned by the Associate Vice Provost for Innovation Strategy and Ventures.Other duties as assigned - 10% MINIMUM REQUIREMENTS

Bachelor’s degree in business, Public Administration, Hospitality, or related field plus five years of experience in event management, marketing communications, or advancement. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. DESIRED QUALIFICATIONS

Strong written and verbal communication skills, with a focus on attention to detail, customer service, building professional relationships and engaging with diverse audiences.

Proficiency with databases, project management software, Microsoft Excel and Word.

Thorough understanding of technology tools suck has 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.

Commitment to working in and promoting an equitable and inclusive work environment.

Demonstrated ability to maintain confidentiality and protect sensitive information. CONDITIONS OF EMPLOYMENT

Must live within commuting distance of UW Seattle Campus.

May be eligible for a hybrid work schedule.

In-person attendance is mandatory for events and some CoMotion meetings.

Cubical/Open workspace environment which may result in additional or higher levels of distractions.

A valid Washington State driver’s license is required. Candidates selected must have reliable transportation and be able to travel when necessary. Frequent cross campus travel expected.

Ability to lift 20 pounds regularly for event setup and tear down.

During Events (from setup to tear down) or on Event days:- Ability to stand 4 or more hours continuously.- Ability to walk 4 or more hours continuously. 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 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 access 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.

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.