Assistant Director for Ceremonies & Events

University of Washington•Bothell, WA

3d•$76,872 - $85,008•Hybrid

About The Position

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement . University Advancement creates engagement opportunities that foster pride, advocacy and private support for the UW. UW Bothell Advancement builds strong, sustainable relationships that position the University as a leader in higher education innovation for the region, state and nation. UW Bothell is a dynamic campus of 6,000 students, 350 faculty, and 300 staff located just 10 miles north of Seattle — and has been ranked #1 in the nation for public colleges delivering the greatest return on investment. UW Bothell has an exciting opening for an Assistant Director for Ceremonies & Events. This is a full-time permanent position. The Assistant Director of Ceremonies & Events partners with the Associate Director of Ceremonies to design, execute and evaluate special and signature events for the UW Bothell campus and community. These events celebrate student, faculty and staff milestones; promote UW Bothell's impact and partnership potential and recognize and steward philanthropic partners. Working independently and collaboratively, the Assistant Director engages UW Bothell's diverse audiences — including alumni, donors, community leaders, faculty, staff, and volunteers — to advance the mission and values of the University.

Requirements

Bachelor’s degree in Business, Communication, Hospitality, Liberal Arts, Theater or related field AND at least three years of planning and managing large-scale and complex events.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Nice To Haves

Complex event and ceremonies project management experience, including multi-stakeholder coordination and production elements.
Strong stakeholder communication skills with experience working across leadership, faculty, staff, volunteers and vendors.
Ability to learn and operate relevant tools including WordPress, 25Live, Cvent, Marketo, Trumba and Tassel.
Demonstrated commitment to equity, inclusion and accessibility, with experience operationalizing inclusive practices.
Excellent writing skills and design oversight for event collateral, including social media coordination.
The ability to understand data sets and make strategic decisions using data.
Experience with volunteer supervision and day-of operations leadership.

Responsibilities

Signature Event Planning & Management (70%) Manage a portfolio of strategic events designed to steward donors, engage alumni and meet defined goals. Events include Convocation, Commencement, Countdown to Commencement, Grad Fair, Annual Employee Fall Kickoff, new building openings and the year-end Student Recognition Ceremony.
Develop and maintain event production calendars and timelines to ensure projects are executed efficiently and collaboratively.
Design, evaluate and manage budgets for multiple large-scale events, ensuring financial and programmatic goals are met.
Facilitate regular post-event evaluations by gathering input to support continuous improvement.
Manage communications and social media plans for events.
Oversee writing and design of event collateral, including invitations, programs, posters and signage.
Coordinate on-site staffing plans for event-day setup and cleanup.
Website, Systems & Data Management (20%) Manage event timelines, project details and logistics using event systems.
Maintain the Event and Ceremonies website via WordPress and CMS platforms.
Prepare and distribute event invitations in collaboration with the Marcom Design team.
Track RSVPs, manage guest lists, produce name badges and coordinate table assignments.
Collect and analyze event data; generate reports to support informed decision-making.
Volunteer & Intern Supervision (5%) Oversee the recruitment, direction and recognition of all special event volunteers
Supervise student interns, including onboarding, day-to-day guidance and performance feedback.
Other Duties as Assigned (5%)