Communication and Events Specialist

University of Washington•Seattle, WA

1d•$62,004 - $76,800•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, including multi-day conferences, symposia, Grand Rounds presentations, and recurring departmental programs. Reporting to the Executive Administrative Specialist, the role partners with faculty leaders and conference directors to develop content, coordinate logistics, create marketing materials, manage event budgets, oversee audiovisual requirements, and ensure compliance with institutional and regulatory requirements. The position also manages department communications and digital presence, including web and social media content. It supports the department’s educational, research, clinical, and community-engagement missions through event planning, special projects, and communications that highlight the accomplishments of faculty, trainees, staff, and programs. The position is mainly on-site at the Health Sciences Building, with occasional telework allowed.

Requirements

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

Nice To Haves

Ability to prepare communications that interpret 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 presentations 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 collaborate with VCFA and the Web Information Specialist on 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 timelines and deliverables, follow up on action items, and ensure compliance with institutional policies and requirements.
Provide on-site event management, 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, including planning, delivery, and evaluation.
Administer Continuing Medical Education 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, provide a high-quality educational experience, and resolve operational issues.
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 VCFA, the Chair’s Executive Administrative Specialist, and the Web Information Specialist.