Event Services Manager

Job Description

Academic Technologies (AT) is a unit within Academic Student Affairs (ASA) that supports teaching and learning technologies and both formal and informal learning environments through classroom design system integration ongoing maintenance and support for multiple University event spaces.

The Event Services program within Academic Technologies manages complex non-routine workflows to ensure that customer facility and equipment needs are met while enforcing established procedures that generate program revenue. This revenue fully supports Event Services operational costs and partially offsets facility and classroom maintenance costs for Academic Technologiesmanaged spaces.

The Event Services Manager provides overall direction and control of the Event Services program and is accountable for the effective management of all facility and equipment rental workflows for AT-managed classrooms and venues. This position exercises independent judgment in establishing procedures allocating program resources and prioritizing services to ensure operational sustainability regulatory compliance and a high level of service delivery. Revenue generated through the program is strategically managed to sustain operations and when feasible reinvested in service enhancements and facility maintenance improvements directly supporting the Universitys instructional and event mission.

This position provides direct supervision of four (4.0 FTE) staff including a supervisory-level position that is responsible for assigning work reviewing the accuracy and completeness of bookings and overseeing daily operational tasks. Through this supervisory structure the Event Services Manager provides indirect oversight of a team of student employees who support event and booking operations. The Manager establishes performance expectations approves workflows and ensures appropriate quality control measures are in place to maintain service standards and compliance.

Duties & Responsibilities

(40%) Program Direction and Operational Management

- Direct and manage the Event Services program in support of the Universitys instructional and event mission.

- Provide overall leadership for the planning coordination and execution of services associated with Academic Technologiesmanaged classrooms and event venues.

- Establish operational priorities service standards and workflows to ensure reliable access to event spaces while supporting the Universitys ability to reinvest revenue into improvements for general assignment classrooms.

- Exercise independent judgment in aligning program operations with institutional objectives available resources and customer demand.

(20%) Personnel Management and Workforce Oversight

- Provide direct supervision of professional staff and indirect oversight of student employees supporting Event Services operations.

- Manage staffing models scheduling and workload distribution to meet service demands.

- Oversee timekeeping labor billing and the accurate charging of labor equipment and room rentals.

- Exercise full supervisory authority for hiring training performance evaluation corrective action and discipline of FTE team members and provide oversight and guidance to subordinate supervisors responsible for day-to-day quality control and work review.

(20%) Policy Compliance Risk Management and Regulatory Oversight

- Apply and interpret State of Washington University of Washington and City of Seattle policies and regulations governing the use of University facilities revenue-generating activities accessibility and health and safety requirements.

- Ensure program-wide compliance through the development and enforcement of procedures staff training and system controls.

- Identify and mitigate operational and compliance risks associated with facility use and event activity.

(10%) Event and Web Systems Administration

- Serve as the primary subject matter expert and system administrator for the event management system (Mazevo) and the Academic Technologiesmanaged website.

- Provide functional ownership of Mazevo including system configuration workflow design user access management and ongoing optimization to ensure alignment with program policies operational needs and revenue integrity.

- Establish and maintain standards for system use documentation and staff training to support accurate efficient booking and reporting processes.

- Oversee governance of the Event Servicesrelated web presence including content accuracy policy messaging and user-facing guidance within the content management system (WordPress).

- Ensure that website content forms and messaging are current consistent with University and unit policies and aligned with Mazevo functionality and service workflows.

- Coordinate website updates and improvements to support clear communication self-service use and compliance with accessibility and institutional standards.

(10%) High-Profile Event Coordination and Strategic Planning

- Serve as a key operational contact for high-profile and high-security events hosted in Academic Technologiesmanaged spaces.

- Consult and coordinate with University Police City of Seattle law enforcement and federal security agencies including the U.S. Secret Service as required.

- Ensure appropriate safety protocols and operational controls are implemented for events involving visiting dignitaries elected officials or potentially controversial speakers including events that may involve protests or heightened security considerations.

Requirements

• Bachelors degree

• 4 years of progressively responsible experience in program operations event services facilities management business operations or a closely related field including at least 2 years of supervisory experience.

Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements such as a license certification and/or registration.

Desired

Experience using event management software such as EMS Mazevo 25Live or other including experience modifying reservation system configuration according to business needs.

Working Environment

Work in a fragrance-free open and/or shared office environment.

This position is typically scheduled Monday through Friday 8:00 a.m. to 5:00 p.m.; however flexibility in work hours is required to meet operational needs. The Event Services Manager must be available to adjust work hours as necessary to support staff collaborate with colleagues and ensure effective program operations.

Work outside of standard business hours may be required to accommodate activities such as staff meetings client consultations system configuration or maintenance and support for time-sensitive operational addition this position is subject to regular stringent deadlines aligned with the academic calendar and major University events which may require extended work hours during peak periods.

Compensation Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

Benefits:

Temporary or Regular

FTE (Full-Time Equivalent):

Union/Bargaining Unit:

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 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 or .

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.