Advancement Events Specialist (Temporary)

University of Washington•Seattle, WA

5d•Hybrid

About The Position

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 the Development team is to facilitate private resources to enhance and protect the University’s reputation and support equitable community building and service. 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. The College of Arts and Sciences has an exciting opening for an Advancement Events Specialist. This is a full-time, temporary appointment lasting through the end of October 2026. The Advancement Events Specialist supports the planning and execution of signature College of Arts & Sciences (CAS) events that strengthen donor stewardship, cultivation, student recruitment and overall visibility for the College. This role works closely with frontline fundraisers, marketing and communications teams, academic departments and other internal partners to deliver successful and impactful programs.

Requirements

A Bachelor’s degree AND two years’ experience in event management, marketing/communications, advancement, or a related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Previous experience in planning and managing events.
Strong communication skills, with the ability to collaborate effectively across organizational units.
Excellent interpersonal and customer service skills that support positive stakeholder engagement.
Experience working with vendors, including negotiating terms and managing contract details.
Proficiency in Microsoft Office for correspondence, special reports, spreadsheets, presentations and forms.
Experience using Customer Relationship Management (CRM) systems.
Ability to travel locally as needed for the role.
Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.

Responsibilities

Lead the planning, production and evaluation of in‑person and virtual events that strengthen engagement with the College, collaborating closely with internal teams and volunteers.
Manage donor cultivation and stewardship events, key lecture series, student recruitment events, including Admitted Student Day, and support high‑profile advancement events, including Dean’s Board meetings.
Oversee all event logistics, including budgeting, timelines, guest lists, registration, venue coordination, staff and volunteer management, transportation, security and onsite design elements.
Design and distribute event invitations and supervise the creation and production of marketing materials, signage, programs and other event publications to ensure alignment with University and College branding.
Research, negotiate and manage contracts with vendors; conduct site visits, maintain vendor lists and authorize event-related expenditures.
Direct all day-of event execution, including setup and breakdown, vendor coordination, deliveries, AV, décor and volunteer orientation and oversight.
Partner with colleagues, faculty and subject matter experts to prepare run‑of-show documents, scripts and talking points for events.
Manage and promote event‑related content on the College website and College‑ and University‑wide calendars.
Evaluate event success and produce post-event reports assessing attendance, engagement, fundraising outcomes, and areas for improvement.
Coordinate with advancement colleagues to track College and external events, share donor engagement opportunities with fundraisers and connect faculty and College leadership with speaking and engagement roles.
Stay current on virtual event platforms and technologies, leading software research and training.