Salary and benefits are competitive. Salary is commensurate with qualifications and experience.
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 University of Washington (UW) is proud to be one of the nation's premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
The Graduate School has an outstanding opportunity for an Office of Public Lectures (OPL) Manager.
Reporting to the Director of Public Lectures in the Graduate School, the OPL Manager will plan, facilitate and manage highly-visible services and activities at all three campuses associated with the hosting of guest lecturers, the meetings and activities coupled with their campus visits and the public lectures they will present. The OPL Manager will develop and implement policies and procedures, establish programmatic goals, and be independently accountable for program successes and achieving agreed upon metrics. Responsibilities will include working with faculty and staff in various host departments, colleges or schools, the lecturers and the lecturer's agents, if applicable, and overseeing the general planning and delivery of administrative services, activities and financial support for the different guest programs. The OPL Manager will also be responsible for: crafting and contracting for the advertising, marketing and outreach campaigns for each speaker including negotiating with speakers, speaker's agents and other outside vendors when necessary; and financial management of the discretionary accounts supporting the Office of Public Lectures (OPL), including establishing budgets, approving expenditures, reconciling costs and financial reporting.
The responsibilities of the position require the OPL Manager to exhibit proficiency in:
Maintaining a professional poised and calm demeanor in the face of complex, demanding work requirements;
Managing multiple priorities and interests;
Communicating and meeting the expectations of high profile individuals, both internal and external;
Making timely and informed decisions about priorities, schedules; deadlines and financial and operational commitments;
Communicating effectively orally, in writing and in presentations;
Sustained attention to detail and accuracy;
Maintaining a high degree of professionalism and discretion.
Specific duties and responsibilities will include:
Manage the general operations of the Office of Public Lectures which may include: writing and editing material; managing the OPL website; establishing agendas for meetings and events; developing and managing budgets and expenditures; working with suppliers and vendors; responding to faculty, departmental staff members, students, lecturers or lecturer's agents, vendors and members the public; supervising hourly staff; attending, facilitating and supporting evening events, etc.
Oversee the commitments and responsibilities of UW faculty and departments in order to manage events under tight deadlines for budget submissions and deliverables. Respond appropriately and independently when issues or problems arise.
Negotiate room rental, catering, security, recording and other contracts.
Communicate and track host department's and speaker's responsibilities to ensure that all project deadlines are met and deliverables are on track. Respond appropriately and independently when issues and problems arise.
Work with Graduate School business services team to approve, reconcile and report on fund balances and expenditures.
Review and confirm that all necessary reservations and contracts are in place. Independently follow up and resolve when issues and problems arise.
Organize and manage event registration staff.
Design and manage the annual online lecturer nomination process including uploading and maintaining nomination files.
Meet with Director of Public Lectures on a regular basis to plan strategies, present status reports, report on finances, identify or assess issues and problems, etc.
Bachelor's degree in a relevant field and 2-3 years' experience including the following: - Experience with operational and financial planning, organizing, managing and staffing special events. - Experience managing budgets and preparing financial statements and reports. - Proficiency with personal computing environment, Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), the Internet and web content tools such as Word Press. Familiarity with online tools and resources to support a paper-free work environment. - Strong interpersonal skills and customer service. Poised, professional manner with the ability to express oneself clearly and emphatically 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 and resolves differences. - Demonstrated ability to build and maintain positive relationships and actively contribute as a member of working teams to achieve results and meet shared goals. - Ability to work independently while managing others, problem solving, taking initiative, setting priorities and handling multiple projects efficiently and effectively. - Proven track record of responsibility and taking initiative to set and meet goals, objectives and obligations while representing the vision, mission and values of an 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 paced, dynamic and deadline driven environment in an organized and professional manner. - Demonstrated ability to maintain confidences and protect confidential information.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
- Familiarity with the University of Washington work environment, procedures and software. - Knowledge of UW Advancement (or other academic institutions and/or programs) policies and procedures, including use of the development database software ADVANCE and CONVIO.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check
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, Criminal Conviction History, 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 undergra...duate 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.