Assistant Director of University Advancement Events
About the University
Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 83,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2019 U.S. News & World Report rankings.
About the Department
The University Advancement Division supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. University Advancement is working internally and with numerous colleagues across campus on diversity initiatives, and is actively engaged in moving forward the University’s mission through supporting core themes, specifically advancing inclusive success. The external boards of the WWU Foundation and Alumni Association are dedicated to supporting Western’s strategic plan, specifically through the student success campaign. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
About the Position
Under the direction of the Director and the Associate Director of University Events, the Assistant Director of University Advancement Events solely manages and administers key production elements for events connected to the strategic goals of the President’s Office and the Division of University Advancement. The Assistant Director is an integral part of a team of four professionals who plan, coordinate and implement up to 50 events per year. Working with limited supervision from the Director and Associate Director, the Assistant Director will have primary and ultimate responsibility for the successful implementation of events held at the President’s private residence, including all dinners and receptions for donors, trustees and community leaders and will be the point of contact for the President and their spouse, household coordinator, internal and external vendors, staff and students. The Assistant Director will be expected to follow established procedures to ensure consistent production standards. The Assistant Director will serve as primary liaison to the Office of the President and Provost to collaboratively execute events that originate out of that office. Working with colleagues in those offices, the Assistant Director will assist in updating invitation templates, event preparation, on-site logistics and follow-up. They will create extremely personalized, high touch programs to promote individuals' understanding of the University, a particular college or program, faculty or student. This person will oversee all the development activities in the President’s home where Trustees, Foundation and Alumni Board members and our top, top donors regularly gather. They will be held accountable for the successful execution of each and every event hosted at the President's home.
Coordinate President’s/Provost’s Office events
Collaborate with Office of the President/Provost staff to plan, coordinate and execute key campus events
Coordinate all event planning and timelines, including catering, transport services, outside vendors, set-up crews and other affiliates as needed.
Responsible for all on-site logistics, trouble-shooting and problem solving
Update event invitation templates for each event
Utilize Airtable software to track event timelines, tasks and outcomes
Coordinate events in the President’s private residence
In collaboration with the President, their spouse and the household coordinator, organize event planning and timelines, including catering, outside vendors and other affiliates as needed.
Responsible for all on-site logistics, trouble-shooting and problem solving and creating customized materials e.g. place cards, menu cards
Be the on-site point of contact for any issues or problems that may arise during the event setup, as well as during the events themselves.
Utilize Airtable software to track timelines, tasks and outcomes
Independently oversee key event activities and logistics
Serve as the on-sight representative for Special Events to include meeting with internal and external vendors
Provide supervision for the set-up and break down crews during events.
Using University vehicle, complete off-campus errands including picking up special orders and event supplies
Accept requests for equipment loans and maintain inventory database
Establish and maintain positive, professional relationships with event planners across campus.
Work with student supply manager to monitor supplies
Other event related duties as assigned
Tactical and event related tasks
Minimum of two years’ experience planning and facilitating events in a professional setting;
Ability to strategize independently and as part of a team, implement and oversee key event activities with minimal supervision and to serve as an event team leader;
Demonstrated experience in meeting multiple deadlines and coordinating production details;
Demonstrated ability to communicate and collaborate effectively with people of diverse social identities and backgrounds;
Ability to interact effectively with a variety of stakeholders, including alumni, donors, students, faculty, and staff;
Ability to work a flexible schedule with evening and weekend assignments and the ability to balance a substantial day-to-day variety in workload;
Highly effective skills in written, verbal, and interpersonal communications;
Proficiency in MS Office Suite
Ability to travel as necessary to conduct routine work duties.
Special events experience in a University setting;
Proficiency with enterprise-wide database software;
Working knowledge of Adobe InDesign;
Proficiency with Airtable or other comparable cloud-based collaborative platforms like Smartsheet.
$45,900 - $51,000 commensurate with experience, including an excellent benefits package.
A cover letter and resume are required and should explicitly address each of the required qualifications (and any of the preferred that you meet) and your experience related to the position responsibilities.
Please include the names and contact information of three professional references.
Closing Date Notes
Position closes Sunday, November 3, 2019 @ 11:55pm
Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Vice Provost for Equal Opportunity and Employment Diversity, Title IX and ADA Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); firstname.lastname@example.org
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With 15,000 students, 160 academic programs, and an energized campus community, Western offers the focus on students and the faculty access of a smaller college and the academic choice, resources, multicultural diversity, and room to grow of a large university. Western is located in beautiful Bellingham, a scenic coastal city of approximately 80,000 situated between Seattle, Washington and Vancouver, British Columbia. With easy access to both the Cascade mountain range and the Pacific coast, the region is rich in cultural events and attractions as well as many recreational activities. Western is known nationally for its successes, including being named the top public master’s granting university in the Pacific Northwest by U. S. News and World Report and one of the best colleges in the nation to work for by the Chronicle of Higher Education.