FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid Available

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

The University Advancement Office is committed to creating an anti-racist environment that addresses and works to eliminate inequities and all forms of oppression, while celebrating different cultures.
We are looking for like-minded team members from diverse backgrounds who demonstrate knowledge and understanding of the complex issues surrounding implicit bias, and other systemic oppressions, as well as a commitment to the university’s mission, vision, and values, with the goal of developing an equitable and inclusive work environment.
Position Description

Responsible for the project management of the university’s signature events, this position professionally plans, produces, and analyzes key events hosted by Seattle University to further the university’s educational mission, strategic, and business plans. The Assistant Director of University Events oversees all elements of in-person, hybrid, and virtual event management including but not limited to vision and goal setting, audience development, guest management, event marketing, programming and script development, speaker coaching, production specifications, coordination of catering and beverage service, venue and vendor management, and event staffing. Supporting University Events strategic planning, the Assistant Director develops and refreshes event management protocols and procedures, leads event debriefing, and produces comprehensive post-event analysis.

Position Summary:

Reporting to the Sr. Director of University Events, the Assistant Director of University Events project manages fundraising, cultivation, engagement, and stewardship events to engage, deepen relationships, and recognize Seattle University constituents including but not limited to alumni, donors, faculty, staff, students, parents, and friends. This role is responsible for using expertise to partner with internal clients and subject matter experts to successfully implement impactful, engaging events that elevate the image of Seattle University. This role is responsible for the coordination of Seattle University’s most critical mission-driven VIP engagements including but not limited to events sponsored by the Offices of Advancement, the President, the Provost, and the Board of Trustees.

The Assistant Director will demonstrate exceptional leadership qualities, be mission-centered, have an open, creative problem-solving approach, strong relationship-building skills, and a strong understanding of and experience with building and supporting diverse and inclusive teams. Expert knowledge of event planning and coordinating, program development, and event production is necessary. The position requires a collaborative and resourceful and strategic thinker.
Essential Job Functions

The Assistant Director of University Events has the following areas of responsibility:
Event Planning and Coordination

• Responsible for high level professional production of signature university events to cultivate new donors, steward existing donors, engage alumni, and strategically raise and increase support for the university’s mission and programs.
• Collaborate with university leaders, development officers, alumni engagement officers, and subject matter experts to develop event vision and goals, messaging, team roles and responsibilities, program outlines, and communication timelines.
• Leverage project management tools to develop accurate event/project timelines and budgets, coordinate with on- and off-campus partners to manage venue contacts, catering partners, entertainment, parking, A/V, and other event logistics.
• Lead event program development, draft speaker briefs, identify and interview potential program speakers, coach program speakers, write talking points and/or scripts, and act as stage manager as assigned.
• Working with the Sr. Director for University Events and Advancement Marketing team to oversee the development of event messaging including, but not limited to: save the date, invitation, social media, and event communication content.
• In collaboration with Advancement Marketing, project manage video storytelling projects as needed for event production.
• Coordinate event staffing plans and communications/trainings for largescale events. Recruit and train event leads to implement staffing plans on event day.
• Lead events colleagues and stewardship team in identifying student ambassadors to serve as volunteers for donor relations events.
• Lead event stakeholders in formal and informal event debriefs. Gather qualitative and quantitative event results, analyze performance, distribute event wrap reports, and share recommendations to improve future event performance.

Event Standards and Systems Coordination

• Lead development and implementation of best practices for event coordination. Promote awareness and serve as a resource among the division and across the university for standard event protocols including maintaining records and guest management.
• Lead event briefing production as assigned including drafting event briefs, speaker briefs, and presidential briefs.
• Utilize web and database tools such as Microsoft Teams Planner, Social Tables, Eventbrite, and Raiser’s Edge to effectively document and track event planning progress and data.
• Develop surveys for key event follow-up to create a feedback loop for event guests and help improve event experience. Prepare reports and analyze event data to document engagement value and ROI.
• Ensure that University Events coordination operations comply with the strategic goals and vision of the University. Along with the Sr. Director, create and implement short- and long-term strategic plans for University Events, including operating plans and continuous process improvement.
• Lead continual improvement efforts specific to event project management and data management systems.
• Remain current with event trends to inform event design and continually improve event program effectiveness.
• Contribute to annual University Events assessment to ensure departmental goals are met and adjusts objectives as needed.

Marginal Job Functions

Program Management

• Support the Sr. Director of University Events in developing and defining the university’s portfolio of donor events and strategies that will achieve year to year and campaign goals. Evaluates and builds university capacity for future events in alignment with the needs of the department and university to achieve agreed upon goals.
• Acts as a lead contact for the University Events team among advancement and campus colleagues.

Graduate Coordinator/Work Study Supervision

• Directly supervises graduate coordinator and/or work study students.
• Hiring manager responsibilities include recruitment, interviewing, and hiring of candidates in alignment with department inclusivity best practices.
• Collaborates with student workers to identify desired learning outcomes, and in coordination with events and donor relations teams, provides opportunities where possible to meet these outcomes.
• Manages student worker workload and coordinates short- and long-term project-based assignments in support of event and stewardship project needs.
• Reviews and approves time sheets.

Partner and Vendor Relationship Management

• Develops and maintains excellent event stakeholder relationships, facilitating the success of programs held on the Seattle University campus.
• In coordination with the Sr. Director of University Events, adjusts University Events operations as needed to better serve customers and partners.
• Negotiates agreements and ensures partners/vendors have smooth and mutually beneficial communications with University Events.
• Regularly assess external vendors to ensure that Seattle University is continually given excellent rates and services. Negotiate agreements and prepare contracts for external vendor services, equipment, and support.\
• Acts as single point of contact for vendors.
• Review vendor invoices for accuracy and provide financial data and reconciliation to involved departments.
• Attends assigned or appropriate ad hoc meetings with service providers and provides activity reports to University Events management as needed.
• Ensure that policies and procedures related to service provider relations are followed and recommend changes as necessary.

Qualifications

Minimum Qualifications

• Bachelor’s degree plus three years’ relevant experience, or 5 years in event coordination, management, or hospitality.
• Exceptional project management with competing timelines, priorities, and limited budgets.
• Exemplary attention to detail.
• Successful candidates will have strong customer service skills and mindset.
• Familiarity with technologies, platforms, systems, and analytics.
• Skill in big-picture thinking and strategic planning as well as presenting new ideas, strategies, and initiatives both proactively and responsively.
• Excellent written and verbal communication skills, the ability to give presentations, lead meetings, and contribute to groups and gatherings of varied sizes.
• Ability to operate creatively, strategically, and consciously in a dynamic, intercultural organization with many communication considerations rooted in culture and tradition.
• Understanding of current event trends and best practices.
• All candidates must show a demonstrated commitment to diversity and the university's mission, vision, and values.

Preferred Qualifications

• Bachelor’s degree in Hospitality, Communications, Marketing, Business, or related field.
• Individual is inspired to work in alignment with the university’s mission and values.
• Experience working among diverse communities and equity and inclusion initiative work.
• Work experience in higher education and/or nonprofit or public sector organizations.
• Experience working in collegiate event environment.
• Proven track record of high-level communications with a diverse range of clients, attention to detail and policy enforcement.
• Proficiency in Social Tables, Event Management System (EMS), Conference Programmer, Eventbrite, and other event software or platforms.
• A successful candidate will have work experience that demonstrates their ability to work independently and collaboratively given guidelines and priorities.

University Advancement is committed to developing an equitable and inclusive culture that fosters a sense of belonging for all.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified.

Compensation at a Glance:
Salary Range: $60,000 - $65,000
Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate’s gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance:
Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/