EVENT PRODUCTION MANAGER

University of Washington   Seattle, WA   Full-time     Manufacturing / Production / Operations
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Posted on March 11, 2020
Req #: 177759
Department: UMAC, UNIVERSITY ADVANCEMENT
Job Location: Seattle Campus
Posting Date: 03/11/2020 
Closing Info: Closes On   04/10/2020
Salary: Salary and benefits are competitive. Salary is commensurate with qualifications and experience. 
Shift: First Shift 
Notes: As a UW employee, you will enjoy generous benefits and work/life programs.  For detailed information on Benefits for this position, 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. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for six consecutive years.

University Marketing and Communications has an outstanding opportunity for an Event Production Manager.

Position Purpose

The University Marketing & Communications (UMAC) Events Team produces live experiences that advance the vision and reputation of the University of Washington. Under the leadership of the Director of University Events, the Event Production Manager works closely with UMAC colleagues, the Executive Office, Advancement, and colleagues across UW schools, colleges, units, programs and campuses in producing and supporting events that support the brand strategy of the University of Washington. Ranging in size and complexity from dinners and luncheons to receptions and lectures, these events include participation by the UW President and Provost, key UW donors, alumni, faculty, staff, students and business/community leaders. 

Duties and Responsibilities

Event and Project Management

Event Management (50%)

  • Provide professional management and execution of events, including high-level university wide and community events, cultivation and stewardship events, and high-touch dinners.  These events could include Presidential football events, Awards of Excellence Ceremony, Annual Recognition Gala, The President’s Circle Reception, Costco Scholarship Breakfast, W Day and more.

  • Manage event logistics including budget, timelines, transportation, parking, security, menus, décor, signage, volunteer/staff plans, guest services,

  • Collaborate in identifying appropriate constituencies for guest lists and subsequent RSVP lists.

  • Identify, select and assist in the negotiations with vendors, suppliers and venues. Finalize and execute contracts as authorized.       

  • Assist in set-up of events, setting up sandwich boards, directional signs, delivery and set-up of materials and décor. On event days, assist with registration, staffing orientation, and event set-up and break-down (placement of signage, easels, banner stands, centerpieces, etc.).

  • Provide project management for events within University Marketing & Communications. Lead project meetings, create and manage timelines, utilize the internal project management tool to track projects, and provide updates to internal stakeholders.

  • Develop event design concepts and mood boards.


    Production Management and Support (30%)

  • In collaboration with the event lead and the director of events, provide production management and support for the team’s most complex events, including Annual Recognition Gala, President’s Circle Reception, W Day and Veteran’s Day.

  • Recruit and manage teams of production assistants.

  • Develop and manage load-in/out schedules and maps, full production schedules and project sheets, and staffing/volunteer plans.

  • Design and manage large-scale builds for outdoor and indoor events providing site management for large-scale events.

  • Coordinate technical needs including power, lighting, audio, video and other technology.


    Project Work and Administration (20%)

  • Manage key projects within large-scale events.      

  • Manage RFP and proposal process.

  • Provide administrative support and team infrastructure including procedures manual, toolkits, calendaring, file management, research, proofreading.

  • Effectively manage the procurement and maintenance of event supplies, equipment and other event necessities.

  • Other duties as assigned.


    Supervision Received

    This position currently reports to the Director of University Events.


    Supervision Exercised

    This position may oversee work for student interns and contracted vendors.


    MINIMUM QUALIFICATIONS:

  • Bachelor's degree and three (3) years’ experience in event and/or production management or related field.  Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.

  • The capacity to achieve superior results working independently and as a member of a creative team in high-pressure situations.

  • Commitment to promoting and working in a diverse environment


    Equivalent education and/or experience may substitute for minimum requirements.


    KEY COMPETENCIES:

    Core

    Effective communications:  Able to express oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.

    Interpersonal Awareness:  Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.

    Professional Credibility:  Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.

    Critical Thinking:  Able to obtain, analyze and evaluate information effectively in the face of ambiguity.  Makes appropriate decisions based on relevant information and experience.

    Ethics and Trust:  Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures.  Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.

    Valuing Diversity & Inclusiveness:  Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.

    Functional Expertise

    Organizational Acumen:  Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success.

    Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.

    Managing Conflict:  Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests of the organization in mind.


    DESIRED QUALIFICATIONS:

  • One to two years of experience in higher education.

  • Knowledge of marketing, alumni relations, development, advancement principles.


    CONDITIONS OF EMPLOYMENT:

  • Cubicle/Open workspace environment, which may result in additional or higher levels of noise and visual distractions.

  • A valid Washington State driver’s license is required. Candidate selected must have personal transportation and be willing to travel when necessary.

  • Ability to work evening and weekend hours, as necessary, on short or limited notice.

  • Ability to lift 20 pounds regularly and up to 40 pounds occasionally 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.
    Ability to work greater than a 10 hour day


    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.

  • 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.

    The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.

    The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.