Career Center

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The Office of Ceremonies has an outstanding opportunity for a Program Operations Specialist. This position is responsible for assisting with the development and implementation of the University of Washington’s signature events, Commencement and New Student Convocation. These events are the bookends of the college experience and attract students, families and their guests from around the world. Participation at these events ranges from 6,000 – 45,000.This role will act as project/production manager for these events and multiple smaller events that occur alongside.

This position will work closely with multiple UW partners and external vendors to develop, implement and execute a comprehensive plan for the Office of Ceremonies.

Duties and Responsibilities

Events Production and Management

Provide high level production management and implement technical operations plans surrounding Office of Ceremonies events. (Commencement, Purple Carpet and New Student Convocation)

Oversee and execute all aspects of onsite production (staging, décor, sound, lighting, graphic and video displays, etc.) in a highly deadline driven environment.

Coordinate rehearsals, paper techs, cue-to-cue, scripts, luncheons, student/guest/VIP arrivals.

Manage and oversee event logistics including pre/post production activities, load in and load out, timelines, venue coordination/set-up/breakdown, parking and security needs for over 40 internal and external partners.

Stay abreast of industry standards, platforms and software, to produce high-quality virtual and real time event experiences.

Ensure plans are inclusive and attentive to all participants needs.

Oversee and provide logistical support for student events. (Grad Fair, Cap and Gown Pick Up Week, other VIP or student events as assigned.)

Evaluate guest attendance and engagement levels, event effectiveness and improvement opportunities.

Contracts and Budgeting

Develop requests for proposal and competitive bids for vendor contracts (in coordination with Procurement Services), review bids and oversee final selection process.

Manage and negotiate vendor contracts for graduate merchandise, including cap & gown and general regalia, announcements, rings and jewelry, diploma frames, photography (formal student portraits and live Commencement photos).

Oversee event budgets, project expenses, advise management on potential cost savings, ensure services quoted are delivered and correctly invoiced and paid.

Staffing, Recruitment and Supervision

Hire production staff as needed.

Recruit volunteers, including student groups and faculty.

Prepare orientations and organize training sessions.

As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.

Requirements

Bachelor's degree and one year or more experience in event management, project management, marketing or communications or related field. Equivalent combination of comparable knowledge and skills may substitute for education and/or experience.

Demonstrated commitment to diversity, equity, inclusion, and belonging.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Desired Experience

Large scale event production experience.

Experience in budget management and fiscal analysis is a plus, but not required.

Conditions

Cubical/Open workspace environment which may result in additional or higher levels of noise and visual distractions.

Possible remote options available during non-event windows.

Ability to work evening and weekend hours, as necessary, on short or limited notice.

The ability to stand for 4-5 hours at a time.

The ability to lift up to 50 pounds repetitively.

Must have regular and reliable transportation for local travel and willing to travel when necessary.

Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process.  These assessments may include Workforce Authorization, Cover Letter and/or others.  Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.