Special Events Manager

UW Medicine Advancement has an excellent opportunity for a Special Events Manager to join their team.

POSITION PURPOSE

At UW Medicine, we work to improve the health of all people through excellence in clinical, research, education, and training programs. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides the most up-to-date care for each patient, leads one of the world’s largest and most comprehensive medical research programs, and provides innovative learning programs for students, trainees, and practitioners in the health professions.

The passionate, 86-person team at UW Medicine Advancement works collaboratively to connect donors with meaningful opportunities, to enhance patient care, expand educational opportunities and advance research at UW Medicine. This inspiring, challenging and rewarding work provides team members an opportunity to grow their careers, while making a difference in people’s lives, in our community and around the world. In the 2024 fiscal year, UW Medicine Advancement raised nearly $305 million in gifts and private grants (48 percent of the University of Washington’s total) from 14,300 donors to support the mission of UW Medicine.You can find out more about UW Medicine Advancement’s priorities and office culture on our career website: https://give.uwmedicine.org/careers-uw-medicine-advancement/

The UW Medicine Advancement Special Events team produces exceptional live and hybrid events that advance UW Medicine’s fundraising and engagement goals. The Special Events Manager is an integral member of a team that produces 35-50 events annually. Ranging in size and complexity from dinners and luncheons to receptions and galas, these events include the participation of University and UW Medicine leadership, UW Medicine faculty, UW Medicine donors, prospects and volunteers, UW School of Medicine alumni and community leaders.

The Special Events Manager is responsible for planning, coordinating, and executing a wide range of events that advance fundraising priorities. This role oversees multiple projects at once, managing timelines, collaborating with internal partners, and ensuring smooth execution from concept to completion. The Manager supports all aspects of event operations, including vendor coordination, volunteer recruitment, guest services, data tracking, and on-site logistics. With a strong emphasis on customer service, attention to detail, and proactive communication, the Manager also plays a key role in maintaining accurate records, managing team resources inventory, and improving processes to enhance the quality and efficiency of the team’s events.

DUTIES AND RESPONSIBILITIES

Project Management (30%)

• Manage multiple workstreams for events in various stages of completion, from start to finish.
• Coordinate with event leads and communications partners to ensure the smooth and successful execution of all event assets.
• Work with event lead and other partners to track project timelines and current project status, anticipating roadblocks, gaps and needs.
• Coordinate with the event lead, data team and fundraisers to finalize invite lists, track RSVPs and attendance, report out to stakeholders proactively, and follow complex procedures for data management, tracking and reporting with exceptional attention to detail.
• Identify priorities, follow up with stakeholders, and schedule meetings as necessary to keep projects moving forward.
• Manage all projects with a collaborative attitude, being open to ongoing learning and feedback.
• Continually identify opportunities to improve our event processes, planning, data tracking and project management practices to maximize efficiency and quality and streamline the experience for internal partners.

Event Management and Support (30%)

• Manage the recruitment of and communication to event staff and volunteers.
• For each event, assist with registration, staff orientation, and event set-up and break-down (e.g., placement of signage, easels, banner stands, centerpieces, etc.). Prepare all on-site materials including nametags, gift bags, registration lists, seating cards, etc.
• Coordinate smaller events and activities, such as meetings, tours and talks designed to encourage engagement and support of UW Medicine.
• Research and assist with new vendor needs and outreach.
• Assist team members with the coordination of event logistics such as vendor contracts, catering, parking, musicians and entertainment, photography, transportation, security, décor, audio/visual, etc.

Guest and Constituency Relations (20%)

• Provide timely, outstanding customer service to event invitees and guests with an advanced level of professionalism.
• Maintain, track and respond to all incoming requests and inquiries on the Event team email and phone line.

Administrative Duties (20%)

• Coordinate with Communications team partners on mail house needs to ensure timely delivery of event invitations.
• After each event, reconcile data between different databases to ensure accuracy in attendance records from our event management platform, Cvent, and our customer relationship management system, Advance.
• Maintain and track the event supplies and signage inventory and keep the storage space organized.
• Work with UW Travel to make travel arrangements for Special Events team members, artists, and performers.
• Perform administrative duties including preparing mileage reimbursements, ordering supplies and booking travel in collaboration with the Finance and Operations Specialist.

MINIMUM REQUIREMENTS

• A BA or BS in any field.
• At least 3 years of experience in project and events management.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

• UW Medicine employees are expected to conduct themselves in a professional manner in accordance with UW Medicine Policy on Professional Conduct. An assessment of professionalism is a factor considered in performance reviews, salary adjustments and promotion.
• Aligns with UW Medicine's Executive Order 31 Nondiscrimination and Affirmative Action by valuing diversity and inclusion. Is committed to building and sustaining a community in which all employees achieve the knowledge, skills and attitudes that value and embrace inclusiveness, equity and awareness to unleash creativity and innovation.
• Excellent customer service skills, with an aptitude for written and verbal communications.
• Strong data management skills, with a high degree of comfort and knowledge with technology, databases, cloud-based file storage, event, CRM and project management systems.
• Strong organizational and project management skills with the ability to manage multiple priorities with many concurrent projects and timelines.
• Demonstrated ability to manage conflicts proactively and collaboratively in the best interests of the organization.
• Enthusiasm and aptitude for learning and adopting emerging technology to improve operational efficiency.
• Ability to work independently, problem solve, take initiative, set priorities and proactively follow-up to keep projects on task and on time.
• Proficiency with Microsoft Office software applications: Word, Excel, PowerPoint, Outlook, SharePoint and Teams, and project management tools.
• Values the UW’s commitment to inclusiveness and UW Medicine’s commitment to becoming an anti-racist organization. Demonstrates respect and commitment to diversity.
• Demonstrated ability to maintain confidences and protect confidential information. Acts in a selfless manner and models ethical values of the UW.

DESIRED QUALIFICATIONS

• Familiarity with fundraising principles.
• Experience in a higher education or academic medical setting.

CONDITIONS OF EMPLOYMENT

• Ability to lift and carry 25 lbs.
• Regular evening and weekend meetings and events.
• The successful candidate will be expected to have regular, reliable transportation for local travel and be willing to travel when necessary.