SPECIAL EVENTS ASSISTANT

Req #:	210802
Department:	UW BOTHELL
Job Location:	Bothell Campus
Posting Date:	08/19/2022
Closing Info:	Closes On 09/02/2022
Salary:	$3,500-$4,677
Union Position:	Yes
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.

Located in the heart of the Puget Sound region, the University of Washington Bothell is one of the most dynamic public universities in the state of Washington. The campus is committed to increasing access to an excellent UW education and preparing students to be leaders throughout Washington and beyond.

UW Bothell provides students a participatory, cross-disciplinary experience grounded in hands-on learning, community-based research, close relationships with faculty as teachers and mentors, and the personalized support of staff who are dedicated to student success.

The campus offers more than 55 undergraduate and graduate degrees. Current enrollment is approximately 6,000 students. More than 90 percent of undergraduates are from Washington State, more than 40% are first-generation college attendees, and more than half are students of color.

The University values hiring faculty and staff who have demonstrated experience and ability to work successfully with diverse student populations and who can contribute to a campus culture that promotes equity among colleagues.

Diversity and inclusion are core values at UW Bothell. Our work begins with the acceptance and celebration of the differences that are represented through the many diverse and minoritized communities on our campus and in the surrounding community. We recognize that we are bound together in a collective experience and that our actions impact all in our community. When we focus on the lives of the most marginalized groups among us, we also create conditions of equity, justice and academic excellence for everyone.

The three priorities of the Universitys current Strategic Plan - Increasing Access, Achieving Excellence are to: strengthen diversity and equity, enhance community and campus engagement, and advance cross-disciplinary teaching and scholarship.

In addition to having award winning faculty and staff, UW Bothell has been recognized for innovations in academic programming and support services designed to help students graduate on time and debt-free. It has also earned both recognition and awards for its work in the area of environmental sustainability.

Reporting to the Director of Ceremonies and Events, the Special Events Assistant will support the functions of the Office of Advancement at UW Bothell.

RESPONSIBILITIES:

Event Execution

Work with the Advancement team to assist in the implementation of key special events that promote UW Bothell, celebrate our faculty and staff, and support an exceptional student experience, including but not limited to Convocation, W Day, the Chancellors Reception, and Commencement.
Act as a liaison to campus facilities staff, campus parking, catering, mail services and other vendors as required to execute events led by the Advancement Office or Office of the Chancellor.
Act as the point person representing the events team to internal and external partners.
Work in collaboration with the Assistant Director of Ceremonies and Events to plan and organize strategic activities and events for a variety of audiences.
Work with school and campus program partners to assist with school-specific event coordination and execution.

Event Communications

Help schedule and coordinate event and project timelines.
Assist with writing, editing, and distributing event-related digital and print materials.
Create editorial content, prepare communications, informational materials, marketing collateral, and other materials needed to promote event activities.

Administrative Support

Provide general administrative support to the Events team.
Contribute to the shared Advancement team calendar.
Organize receipts and assist with procurement card reconciliation for the Director.
Purchase business supplies, track expenditures, and delivery processes.
Organize and submit event expesnes to Administrative Assistant for payment.
Manage inventory of UW Bothell promotional materials.

Other duties as assigned.

MINIMUM REQUIREMENTS:

High school graduation or equivalent AND two years of experience in the program specialty OR equivalent education/experience.

ADDITIONAL REQUIREMENTS:

Excellent interpersonal, speaking and writing skills
Strong customer focus and attention to details
Proved time management skills and ability to work effectively in both office and event environments
Experience coordinating a variety of events such as large meetings, seminars, receptions and conferences
Ability to handle confidential information with a high degree of tact, discretion, diplomacy, and to maintain strict confidentiality
Ability to work independently and within a team
PC-based computer skills, specifically Microsoft Windows and Office software
Ability to complete multiple work demands and prioritize work based on knowledge of office needs
Ability to lift/move 20 pounds regularly and up to 40 pounds occasionally for event set up and logistics

DESIRED:

Knowledge of the University of Washington or other university experience
Experience with Microsoft Office suite, Excel, and Adobe, Asana, Kentico

WORKING CONDITIONS:

40 hours a week; Monday through Friday, Occasional weekend and evening work. Must have own transportation for evening and weekend events
Shared office space environment
Work will be performed across UW Bothell campus and offsite venues. This role is required to walk to other buildings on campus as needed

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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.

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 affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu.

COVID-19 VACCINATION REQUIREMENT

Governor Inslee's Proclamation 21-14.2 requires employees of higher education and healthcare institutions to be fully vaccinated against COVID-19 unless a medical or religious exemption is approved. Being fully vaccinated means that an individual is at least two weeks past their final dose of an authorized COVID-19 vaccine regimen. As a condition of employment, newly hired employees will be required to provide proof of their COVID-19 vaccination. View the Final candidate guide to COVID-19 vaccination requirement webpage for information about the medical or religious exemption process for final candidates.