Event Production Manager

Job Description

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. Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.

The mission of University Marketing & Communications (UMAC) is to lead branding, marketing and communications efforts that advance the reputation, resources and relationships of the University. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.

University Marketing & Communications has an exciting opening for an Event Production Manager. This is a full-time permanent position.

The University Marketing & Communications (UMAC) Events Team produces and guides exceptional live experiences that elevate the University of Washington’s vision, brand and reputation. The Event Production Manager serves as the production lead for the team’s most complex, large-scale indoor and outdoor events. Driven by the brand strategy of the University of Washington, these highly visible events are aimed at the University’s key audiences, including alumni, donors, community leaders, faculty, staff, students and the general public and include participation by University leadership.

Under the supervision of the Associate Director of Events, the Event Production Manager works closely with and supports fellow events team colleagues in a cohesive, collaborative team environment. In addition to production management and support for larger-scale events, the Event Production Manager will manage one to two annual events of small to moderate size.

What You Will Do

Production Management (50%)

• Provide production management and event infrastructure support for complex, large-scale indoor and outdoor events.
• Manage large-scale event builds providing site management and oversight of all logistics and technical needs including power, lighting, audio video and other technology.
• Identify qualifying vendors and manage RFP to contract negotiations process.
• Manage internal work orders and requests with university facilities, transportation services, building coordinators and other campus partners.
• Develop production plans that support operational success of the event.
• Develop comprehensive staffing solutions. Identify volunteer needs and roles, recruit, hire and manage contracted production support assistants, security staff and medical emergency teams.
• Lead the day-of operations including managing venue logistics, vendors, contracted support staff and coordinating with volunteer leads.
• Develop and coordinate comprehensive individual event Safety Response & Disruption Plans.

Event Management (30%)

• Provide project management and execution of annual events, including university wide events, donor and stewardship focused events and community recognition events.
• Facilitate project meetings, create and manage timelines, utilize the internal project management tool to track projects and provide updates to internal stakeholders.
• Identify, select and assist in the negotiations with vendors, suppliers and venues. Finalize and execute contracts as authorized.
• Develop event design concepts, mood boards, floor plans and decor solutions.
• Collaborate with program partners on audience development and comprehensive communications.
• Manage event logistics and work with campus partners and facilities services to ensure collaboration where needed.
• Lead the day-of operations and address problems in an efficient and calm manner.

Project Work & Administration (20%)

• Effectively manage the procurement, maintenance and storage of event supplies, equipment and other event necessities.
• Provide administrative support in the development and maintenance of team systems, toolkits, calendars, event volunteer tracking, file management, research and proofreading.
• Engage with the campus-wide event network by sharing information and resources.
• Other duties as assigned.

Required Qualifications

To be considered for this opportunity, your application must demonstrate that you meet the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications will not be forwarded to the Hiring Department.

Bachelor's degree AND three (3) years’ experience in event and/or production management or related field.

Preferred Qualifications

• Strong written and verbal communication skills, with the ability to engage a variety of stakeholders.
• Proven ability to manage multiple concurrent projects in fast-paced environments.
• Extensive project management expertise, including budget oversight and vendor management.
• Experience working in higher education, advancement, or donor engagement settings.
• Familiarity with event and project planning tools such as Asana, Social Tables and Cvent.
• Experience producing high-visibility events involving executive leadership and donor or stakeholder audiences.

Additional Application Requirement

This recruitment requires a cover letter. Applications that do not include a cover letter will not be forwarded to the hiring department.

Please address the following in your cover letter:

• Explain how your experience and qualifications align with the Event Production role.

• Include your interest in the role and the UW.

What You Can Expect

• Hybrid-work schedule with two days in the office and three days eligible for telework per week, based on business needs.
• Ability to work evening and weekend hours, as necessary, on short or limited notice.
• Cubicle/open workspace environment that may result in higher noise levels and visual distractions.
• Ability to work home football games in the fall, in addition to evenings and weekends as needed.
• Must have a valid Washington State driver’s license and access to reliable transportation for local travel, with the ability and willingness to drive to and from events and across campus as needed, including occasional travel when required.
• Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
• During Events (from setup to tear down) or on Event days:
  • Ability to stand 4 or more hours continuously.
  • Ability to walk 4 or more hours continuously.
  • Ability to work greater than a 10-hour day

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Compensation, Benefits and Position Details

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About the UW

Working at the University of Washington provides a unique opportunity to change lives - on our campuses, in our state and around the world.

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or [email protected].

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.