Communication and Events Specialist

University of Washington•Seattle, WA

6d•Onsite

About The Position

The Department of Surgery Chair’s Office is hiring a Communications and Events Specialist to plan, coordinate, and execute internal and external events, communications, and departmental initiatives. Reporting to the Executive Administrative Specialist, this role partners with faculty leaders, conference directors, and departmental colleagues to develop content, coordinate event logistics, create marketing materials, manage budgets, oversee audiovisual requirements, and ensure compliance with institutional and regulatory requirements. The position is mainly on-site at the Health Sciences Building, with occasional telework allowed. The role manages Department of Surgery web and social media content and creates communications and marketing materials for the department and its events. It also coordinates departmental events, symposia, visiting professorships, conferences, special programs, and the monthly Grand Rounds program, including its Continuing Medical Education activities. The specialist supports event planning from concept through execution, including budget and vendor management, speaker support, registration, audiovisual and videoconferencing needs, attendee communications, and post-event evaluation. This position is part of a small, collaborative Chair’s Office team supporting the department’s education, research, clinical excellence, and community engagement missions. It offers broad exposure to academic medicine and opportunities to develop skills in event planning, project management, communications, digital content, and stakeholder engagement.

Requirements

Bachelor’s degree in Communications, English, Business, Marketing, or a similar field; equivalent education and/or experience may substitute where permitted.
Two years of experience involving public contact, such as sales promotion, communication/media, event production, or the hospitality industry.

Nice To Haves

Ability to prepare communications by interpreting complex scientific and technical information into language and formats accessible to the general public.
Experience working with common web-design platforms.
Experience managing social content and presentation on social media platforms.
Experience with live event production.
Experience working in an academic medical environment.

Responsibilities

Work with the Web Information Specialist to manage and maintain Department of Surgery web content.
Create and manage social media content for the Department of Surgery.
Create and distribute communications and marketing content for the department and department-related events.
Inventory the department’s digital presence and work with the VCFA and Web Information Specialist to develop action plans for updates and development.
Coordinate department-wide events, symposia, visiting professorships, conferences, and special programs in partnership with the Chair’s Executive Administrative Specialist.
Lead event planning and execution, including logistics, scheduling, venue coordination, travel arrangements, speaker support, marketing, and communications.
Develop and manage event budgets, monitor expenditures, negotiate vendor services, and process honoraria, invoices, and related financial transactions.
Coordinate planning with internal and external stakeholders, track project timelines and deliverables, complete action items, and ensure compliance with institutional policies and requirements.
Provide on-site event management and operational support, including registration, attendee communications, room setup, materials distribution, and post-event evaluations.
Manage audiovisual, videoconferencing, and technology needs for departmental events; liaise with IT and provide technical guidance to faculty, staff, and trainees.
Partner with the Grand Rounds Faculty Director to coordinate and manage the monthly Grand Rounds program.
Administer CME activities, including accreditation requirements, participant tracking, attendance verification, and issuance of CME credit.
Coordinate Grand Rounds logistics, including scheduling, speaker support, room setup, audiovisual needs, videoconferencing, parking, and attendee communications.
Manage day-of Grand Rounds execution and resolve operational issues as needed.
Oversee participant evaluations and program assessment, ensuring timely collection, reporting, and compliance with CME requirements.
Maintain learning environments that support attendee engagement and educational effectiveness through room configuration, technology support, and venue coordination.
Assist with other projects from the VCFA, Chair’s Executive Administrative Specialist, and Web Information Specialist.