Salary is commensurate with experience and education.
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, 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.
Founded in 1899, the University of Washington School of Law is one of the nation's top public law schools; it also enjoys strong private support for leading programs in Asian Law, Global Health, Law & Technology, Tax, and Environmental Law. Located in William H. Gates Hall, a new state-of-the-art facility in vibrant Seattle, the School of Law is also home to the Gates Public Service Scholars program and the Barer Institute for Law and Global Human Services.
The University of Washington School of Law is seeking a full time Director of Events.
The Director of Events will manage the UW Law School's events and programming, including guest lectures, conferences, symposium, workshops and the online master calendar. Reporting to the Assistant Dean for Finance & Operations, this position is responsible for centralizing the approval process for events, as well as the planning and execution of Law School events.
This position manages the conference and events team, and works closely with the Associate Dean for Academic Administration, academic leaders, and faculty to develop, implement and evaluate a strategic and comprehensive plan for events in the Law School.
Strategic Planning and Program Management Develop and implement a strategic operating plan, budget and policies and procedures surrounding UW Law sponsored events, student events, continuing learning education, colloquium/ conferences, excluding alumni and other advancement related events.
Manage the annual faculty proposal process, which occurs each fall. This process involves reviewing up to 30 proposals from faculty in support of our professional and graduate programs, multicultural and diversity efforts, and other current events. These events often include many external partners, domestically and internationally. Students are also actively engaged in facilitating events from setting up mock trials to inviting speakers to cover topics of interest. The Director of Events, will also facilitate and approve student events under events proposal process on an ad-hoc basis throughout the year. On average, there are over 100 events in the Law School each year. Specifically, the Director of Events will manage the following:
Establish proposal guidelines, intake process, and review for completeness and accuracy of proposals
Ensure budgets are fiscally responsible, and in compliance with university policies and procedures; further ensuring sponsorship (gift) commitments have been documented
Review proposals with the Associate Dean for Academic Administration and Assistant Dean for Finance & Operations to prioritize event proposals and schedule special events, colloquia, and CLEs;
At time of proposal approval, the Director will:
Manage timelines for events; proactively monitoring the internal master calendar and resolve scheduling conflicts
Coordinate with the Assistant Dean for Finance & Operations to review fee structure, and revenue forecast
Collaborate with Business Office to appropriately bill external groups
Monitor room and event requests, work with Academic Services liaison to coordinate space for large programs and relay requests for audio visual and room set-up needs with appropriate staff
Coordinate with Advancement, and Marketing and Communications to develop advertisement strategies, invitations, and communication with donor/ alumni or distinguished guests
Oversee all event logistics and arrangements, and successful day-of-event management
Cultivate relationships with public sector/ private sector/ UW stakeholders and develop timelines for events.
Serve as a resource to advise external groups hosting events in Gates Hall of appropriate procedures, building access, audio visual needs, necessary permits/forms, law school processes, security, etc.
Work faculty and program staff to debrief after large or special events to revise plans as needed for future offerings
Ensure expenses met or fell under budget
Facilitate follow up surveys to guests
Responsible for comprehensive oversight of event budgets from development through to final reconciliation. Knowledge of UW fiscal policies and procedures is necessary for the success of this position.
Ensure all event budgets are executed within the pre-approved budget limits.
Review, track, and reconcile all event expenses, taking into consideration budgetary overages and dynamic changes.
Develop, review and modify event and continuing learning education fee structures as needed.
Manages day-to-day operations of the conference team.
Develop and assess of policies and procedures for the conference team.
Supervise 1.5-2.0 FTE, and any student employees or volunteers hired for large event execution. Actively delegate and effectively utilize staff/volunteers to ensure that all events run smoothly.
Provides leadership and direction to the CLE Director to develop, implement, and evaluate UW Law's continuing legal education programs and conferences.
Authority to hire staff, evaluate job performance, and take corrective action if performance is not acceptable.
Work closely with team members to coordinate support for events and oversee event staff.
Other duties as assigned.
Bachelor's Degree in Business Administration, Public Policy or related field AND five years of progressively responsible experience in event management or like experience. Advanced level of computer and technology expertise, including advanced proficiency working with Microsoft Word and Excel for the generation of correspondence, special reports, spreadsheets, attendee tracking and form development. Experience planning small and large scale grants, or conferences. Strong interpersonal skills and customer service; a professional manner with the ability to exercise oneself clearly and empathetically in interactions with others in all forms of communications, verbal and written, one on one and group, etc.; the ability to communicate in a direct and professional manner that engages dialog in a manner that resolves differences. Demonstrated ability to build and maintain positive relationships and actively contribute 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, values and visions of our 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 deadline driven environment in an organized and professional manner. Flexible working hours to accommodate all UW Law events, held on nights and weekends as scheduled. The ability to stand for long periods of time.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience in fiscal management and analysis of state, department and discretionary funds in support of development initiatives. Ability to interpret and apply institutional administrative and fiscal compliance guidelines and practices. Familiarity and experience with UW systems such as FS-Works, Catalyst, and ADVANCE database. Experience using a customer relationship management system such as Salesforce.
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.