What are the responsibilities and job description for the Director of University Advancement Events position at Western Washington University?
Western Washington University, with over 16,000 students in seven colleges and the graduate school, is nationally recognized for its educational programs, students and faculty. The campus is located in Bellingham, Washington, a coastal community of 90,000 overlooking Bellingham Bay, the San Juan Islands and the North Cascades Mountain range. The city lies 90 miles north of Seattle and 60 miles south of Vancouver, British Columbia. Western is the highest-ranking public, master's-granting university in the Pacific Northwest, according to the 2022 U.S. News & World Report rankings.
Western Washington University is committed to achieving excellence through advancing inclusive success, increasing our Washington impact, and focusing on transformational education grounded in the liberal arts and sciences and based on innovative scholarship, research, and creative activity. Western's greatest strength is the outstanding students, faculty, staff, and alumni/ae who make up its community. Western supports an inclusive governance structure for all and provides a learning and working environment in which everyone can thrive. In pursuit of this excellence, individual employees are expected to establish and maintain productive and effective inclusive working relationships amongst diverse populations including staff, faculty, administration, student, and external constituents. Further, individual employees are expected to have the ability to operationalize sustainability concepts (economic, societal, environmental) into all aspects of performing their job duties.
The Division of University Advancement supports Western's mission, which states that together with our students, staff, and faculty, we are committed to making a positive impact in the state and the world with a shared focus on academic excellence and inclusive achievement. University Advancement works internally and with numerous colleagues across campus, and is actively engaged in moving forward the University’s mission through supporting core themes, specifically advancing inclusive success. We encourage applications from women, people of color, people with disabilities, veterans, and other candidates from underrepresented backgrounds and with diverse experiences interested in this opportunity.
The Division of University Advancement is comprised of 40 staff members who support the engagement and philanthropy work of the University. The four leadership units are: major giving, planned giving and corporate/foundation relations; advancement data services, research and annual giving; donor relations, marketing/communications and alumni and constituent relations; and finance, accounting and administration; University Advancement's main offices are on Western's campus in Bellingham.
The Foundation for WWU and Alumni is the result of a recent merger of the Alumni Association with the WWU Foundation. The newly combined organization oversees assets of nearly $150 million and is responsible for the outreach and engagement to over 150,000 alumni and friends of the institution. Current extended campaigns include a one-year $20 million capital campaign as part of a state-funded electrical engineering and computer science building, and a multi-year Campaign for Student Success, which focuses on recruitment and retention scholarships plus program excellence. The Foundation is governed by a board of over 30 volunteers who help set strategic direction and policy, raise friends and funds, and steward the community of donors and potential donors.
Overall responsibility for the implementation and execution of all University Advancement events and events at the President’s Residence. Responsible for overall look and feel of events, from invitation design to actual event. Responsible for guest communication and overall guest experience. The Director of UA Events will provide the vision and leadership in the planning and execution of a variety of events for University Advancement. These events support Western’s donor, alumni and constituent engagement efforts and are key to Western’s ability to engage attract private support to fund University-wide priorities. The Director will oversee and manage the President's Residence and Special Events Coordinator.
Position Duties and Responsibilities
40% - The Director will lead the strategy and implementation of all logistical details and implementation for events tied to the strategic goals of University Advancement initiatives involving trustees, board members, donors, alumni and other key internal and external constituencies. Working with Program Managers within UA, manage the logistics of key signature programs including, but not limited to: Alumni Awards, annual donor recognition event, Back 2 Bellingham, President's Society Summer BBQ's and other like engagement events throughout the year, Scholarships Dinners, alumni events, student engagement events and Presidential gatherings with select donors using a strategy that increases engagement. Main liaison with internal and external vendors, including campus dining services, parking and transport services.
30% - Responsible for guest experience from invitation design to ease and completeness of RSVP process through attendance at the event. Working with Program Manager, design overall look and feel of the event. Confirm date, time, location and description of event. Verify event budget and fee structure and ensure events stays within budget. Coordinate with and execute on the UA Program Manager's creative vision for the event. Solicit feedback post-event from internal and external constituents. Make recommendations for future events based on feedback.
20% - Develop timelines, coordinate calendars and verify participation of campus VIPs. Ultimate responsibility for all details of event planning, including, but not limited to: invitations, RSVP coordination, and all event planning, logistics and follow-up. Manage event calendar and schedule events using project management tool.
5% - The Director will oversee and manage the President’s Residence and Special Events Coordinator. Tasks include recruitment, hiring, training, coaching and evaluation of that position. Delegate tasks as appropriate.
5% - Other duties as assigned/professional development Tasks could include serving on committees and projects as assigned. Researching best practices and current trends in event management.
- Bachelor's degree
- 3-5 years experience planning and directing events
- 2 years of supervisory experience
- Demonstrated exceptional project management skills
- Demonstrated exceptional attention to detail
- Demonstrated exceptional customer service skills
- Demonstrated exceptional written and oral communication skills
- Experience in higher education
- Demonstrated graphic design skills
Benefits Overview for Administrative Professional Position.
A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted if necessary, with notice provided beforehand.
Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU’s Policy on Ensuring Equal Opportunity and Prohibiting Discrimination and Retaliation. Inquiries may be directed to the Office of Civil Rights and Title IX Compliance, Title IX and ADA Coordinator, Western Washington University, Old Main 126 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); crtc@wwu.edu
WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3303 or 711 (Washington Relay).
Annual Security and Fire Safety Report: This report is provided pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act ("The Clery Act"). It includes statistics for the previous three calendar years concerning reported crimes that occurred on Western's campus; in certain off-campus buildings or property owned or controlled by Western; and on public property within, or immediately adjacent to and accessible from, the campus. The report also includes institutional policies concerning campus security, such as policies concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. You can obtain a copy of this report in printed or alternate formats by contacting the Office of the Vice President for Enrollment and Student Services at vpsa.office@wwu.edu. The report can be found at: Annual Security and Fire Safety Report.
All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires which includes a sexual misconduct background check.
