Event Services Manager

University of Washington•Seattle, WA

About The Position

Academic Technologies (AT) is a unit within Academic Student Affairs (ASA) that supports teaching and learning technologies and both formal and informal learning environments through classroom design, system integration, ongoing maintenance, and support for multiple University event spaces. The Event Services program within Academic Technologies manages complex, non-routine workflows to ensure that customer facility and equipment needs are met while enforcing established procedures that generate program revenue. This revenue fully supports Event Services operational costs and partially offsets facility and classroom maintenance costs for Academic Technologies–managed spaces. The Event Services Manager provides overall direction and control of the Event Services program and is accountable for the effective management of all facility and equipment rental workflows for AT-managed classrooms and venues. This position exercises independent judgment in establishing procedures, allocating program resources, and prioritizing services to ensure operational sustainability, regulatory compliance, and a high level of service delivery. Revenue generated through the program is strategically managed to sustain operations and, when feasible, reinvested in service enhancements and facility maintenance improvements, directly supporting the University’s instructional and event mission. This position provides direct supervision of four (4.0 FTE) staff, including a supervisory-level position that is responsible for assigning work, reviewing the accuracy and completeness of bookings, and overseeing daily operational tasks. Through this supervisory structure, the Event Services Manager provides indirect oversight of a team of student employees who support event and booking operations. The Manager establishes performance expectations, approves workflows, and ensures appropriate quality control measures are in place to maintain service standards and compliance.

Requirements

Bachelor's degree
4 years of progressively responsible experience in program operations, event services, facilities management, business operations, or a closely related field, including at least 2 years of supervisory experience.
Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Nice To Haves

Experience using event management software such as EMS, Mazevo, 25Live, or other including experience modifying reservation system configuration according to business needs.

Responsibilities

Program Direction and Operational Management - Direct and manage the Event Services program in support of the University’s instructional and event mission.
Provide overall leadership for the planning, coordination, and execution of services associated with Academic Technologies–managed classrooms and event venues.
Establish operational priorities, service standards, and workflows to ensure reliable access to event spaces while supporting the University’s ability to reinvest revenue into improvements for general assignment classrooms.
Exercise independent judgment in aligning program operations with institutional objectives, available resources, and customer demand.
Personnel Management and Workforce Oversight - Provide direct supervision of professional staff and indirect oversight of student employees supporting Event Services operations.
Manage staffing models, scheduling, and workload distribution to meet service demands.
Oversee timekeeping, labor billing, and the accurate charging of labor, equipment, and room rentals.
Exercise full supervisory authority for hiring, training, performance evaluation, corrective action, and discipline of FTE team members, and provide oversight and guidance to subordinate supervisors responsible for day-to-day quality control and work review.
Policy Compliance, Risk Management, and Regulatory Oversight - Apply and interpret State of Washington, University of Washington, and City of Seattle policies and regulations governing the use of University facilities, revenue-generating activities, accessibility, and health and safety requirements.
Ensure program-wide compliance through the development and enforcement of procedures, staff training, and system controls.
Identify and mitigate operational and compliance risks associated with facility use and event activity.
Event and Web Systems Administration - Serve as the primary subject matter expert and system administrator for the event management system (Mazevo) and the Academic Technologies–managed website.
Provide functional ownership of Mazevo, including system configuration, workflow design, user access management, and ongoing optimization to ensure alignment with program policies, operational needs, and revenue integrity.
Establish and maintain standards for system use, documentation, and staff training to support accurate, efficient booking and reporting processes.
Oversee governance of the Event Services–related web presence, including content accuracy, policy messaging, and user-facing guidance within the content management system (WordPress).
Ensure that website content, forms, and messaging are current, consistent with University and unit policies, and aligned with Mazevo functionality and service workflows.
Coordinate website updates and improvements to support clear communication, self-service use, and compliance with accessibility and institutional standards.
High-Profile Event Coordination and Strategic Planning - Serve as a key operational contact for high-profile and high-security events hosted in Academic Technologies–managed spaces.
Consult and coordinate with University Police, City of Seattle law enforcement, and federal security agencies, including the U.S. Secret Service, as required.
Ensure appropriate safety protocols and operational controls are implemented for events involving visiting dignitaries, elected officials, or potentially controversial speakers, including events that may involve protests or heightened security considerations.