The University of Washington's Department of Human Centered Design & Engineering (HCDE) is hiring for the following position:
Corporate Affiliates Program and Special Events Manager
The University of Washington (UW) is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty.
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Human Centered Design & Engineering (HCDE) faculty and students are advancing the research and design of technologies by using innovative techniques to study human activity and develop meaningful information and sociotechnical systems.
The Department of Human Centered Design & Engineering (HCDE) at the University of Washington has an outstanding opportunity for a Corporate Affiliates Program and Special Events Manager. This individual will work directly with the HCDE Chair, Administrator, Academic Services team, and faculty, as well as with the College of Engineering's Advancement team to grow and manage the department’s Corporate Affiliates Program (CAP) and oversee special events.
The Department of Human Centered Design & Engineering is a fast-paced and dynamic environment, which will require strong organizational skills and problem-solving abilities. The CAP and Events Manager will need to use effective time management to set priorities and juggle multiple projects in order to meet deadlines. In addition, this individual will regularly exercise independent judgment and discretion, especially in the day-to-day contact with industry professionals, both members and prospective members of our affiliates program.
DUTIES AND RESPONSIBILITIES
Event Management & External Communications– 50%
- Develop and maintain a clear understanding of the HCDE academics, research areas and strengths, and work with faculty, staff and students to identify public relations opportunities.
- Responsible for the comprehensive organization and management of the following events as part of external relations: HCDE Open House, Graduation, Career Fair, Alumni BBQ, and other departmental public/industry facing events. Serve as onsite manager for these events.
- This position will be responsible for comprehensive oversight of event budgets from development through to final reconciliation. Knowledge of UW fiscal policies and procedures is necessary for the success of this position.
- Coordinate with Communications Manager to create and send event invitations. Also work with Communications Manager on any print or web materials related to the event.
- Oversee and manage all supporting event logistics to include, but not limited to, collaborating and identifying appropriate guests and RSVP lists, parking and security issues, selecting caterers and menus, décor, on-site production, negotiating and finalizing contracts with vendors.
- Partner with the Academic Services team to help support career development and recruitment events managed by Academic Services.
- Collaborate with faculty, College of Engineering Special Events, Academic Services and others to assist in outreach events.
- Prepare an annual events calendar and budget proposal.
- Oversee all event budget preparation, logistics arrangements, and successful day-of-event management.
- Ensure all event budgets are executed within the pre-approved budget limits. Review, track, and reconcile all event expenses, taking into consideration budgetary overages and dynamic changes.
- Ensure all fiscal operation compliance procedures, such as the proper allocation of fiscal record keeping and reconciliation efforts, are followed for all research and external focused events.
- Supervise/manage any temporary student assistance that is necessary to hire for large event execution. Actively delegate and effectively utilize temporary staff to ensure that all events run smoothly.
Corporate Affiliates Program (CAP) Management – 45%
- Work with Department Chair, administrator, faculty, and CoE Advancement staff to develop and execute plans, financial goals, objectives, and strategies for promoting and growing the HCDE Corporate Affiliates Program (CAP). When appropriate, coordinate with the College of Engineering's Corporate and Foundation Relations office to assist HCDE in creating positive relationships with companies.
- Visit CAP and potential CAP members at their locations. Facilitate faculty or Chair involvement in these site visits.
- Responsible for the comprehensive organization and management of the following events as part of corporate relations: Career fair, all CAP affiliated events. Serve as onsite manager for these events.
- Identify, engage, and partner with the volunteer leaders in class and alumni communities who can be effective HCDE "influencers" for CAP membership and participation.
- Maintain a database of CAP prospective and current members.
- Track CAP membership agreements between companies and the department.
- Track activity (meetings, calls, letters, etc.) corresponding with efforts to secure CAP members.
- Represent the department Chair and Administrator in explaining and interpreting relevant policies and procedures for current and prospective CAP members.
- Develop and maintain a clear understanding of the Department of Human Centered Design and Engineering's research areas and strengths, and develop relationships with College and Department academic leaders. Use this information to match corporate interests with the Department's research and academic areas.
- Communicate regularly with the Department's research leaders and academic program leaders. Establish mechanisms within the Department for the internal coordination of corporate interactions and public relations opportunities.
- Communicate regularly with other staff who are also maintaining relationships with CAP companies, including College Corporate and Foundation Relations staff and other departmental CAP staff.
- Prepare reports and proposals in support of CAP.
Alumni Network Coordination – 5%
- Consult with Alumni Network officers.
- Maintain department Alumni Network mailing list.
- Coordinate with Communications Manager and College of Engineering Advancement to target HCDE Alumni with specific events and invitations to participate in panels.
- Bachelor’s Degree AND three years of progressively responsible experience in event management. Equivalent combination of education and experience may substitute for degree.
- Advanced level of computer and technology expertise, including advanced proficiency working with Salesforce, Microsoft Word and Excel for the generation of correspondence, special reports, spreadsheets, attendee tracking and form development.
- Experience in planning small and large scale meetings and conferences.
- Strong interpersonal skills and customer service; a professional manner with the ability to exercise oneself clearly and empathetically in interactions with others in all forms of communications, verbal and written, one on one and group, etc.; the ability to communicate in a direct and professional manner that engages dialog in a manner that resolves differences.
- Demonstrated ability to build and maintain positive relationships and actively contribute as a member of working teams to achieve results. Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. Takes responsibility and initiative to set and meet the goals, objectives and obligations while representing the mission, values and visions of our organization.
- Demonstrated creativity, organizational ability, and strong attention to detail. Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast paced, dynamic deadline driven environment in an organized and professional manner.
- Flexible working hours to accommodate all HCDE events, held on nights and weekends as scheduled.
- The ability to stand for long periods of time.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
- Experience in fiscal management and analysis of state, department and discretionary funds in support of development initiatives.
- Ability to interpret and apply institutional administrative and fiscal compliance guidelines and practices.
- Familiarity and experience with UW systems such as FS-Works, Catalyst, and ADVANCE database.
CONDITIONS OF EMPLOYMENT
Requires frequent non-standard hours setting up and running industry outreach events.