Communication and Events Specialist

Job Description

The Department of Surgery Chair’s Office has an outstanding opportunity for a Communications and Events Specialist to join their team.

About this Opportunity

Reporting to the Executive Administrative Specialist, the Communications and Events Specialist is responsible for planning, coordinating, and executing a wide range of internal and external events, including multi-day conferences, symposia, Grand Rounds presentations, and recurring departmental programs. The incumbent partners closely with faculty leaders and conference directors to develop content, coordinate logistics, create marketing materials, manage event budgets, oversee audiovisual requirements, and ensure compliance with applicable institutional and regulatory requirements.

This is mainly an on-site position at the Health Sciences Building, but occasional telework is allowed.

Key Responsibilities

• Communications and Digital Presence Management = 45%
  • Work with the Web Information Specialist to manage and maintain web content for the Department of Surgery.
  • Create and manage Social Media Content for DoS.
  • Create and distribute communications and marketing content for the Department of Surgery and DoS-related events.
  • Inventory digital presence and work with VCFA and Web Information Specialist to create action plans for updates and development.

• Conference and Event Management = 30%
  • Coordinate and manage department-wide events, symposia, visiting professorships, conferences, and special programs in partnership with the Chair's Executive Administrative Specialist including the Harkins Symposium, Strauss Visiting Professor Lecture, Schilling Resident Research Symposium, Surgical Ethics Conference, and other departmental events.
  • Lead all aspects of event planning and execution, including logistics, scheduling, venue coordination, travel arrangements, speaker support, marketing, and communications.
  • Develop and manage event budgets, monitor expenditures, negotiate vendor services, and process honoraria, invoices, and related financial transactions.
  • Coordinate planning activities with internal and external stakeholders, track project timelines and deliverables, and ensure completion of action items and compliance with institutional policies and requirements.
  • Provide on-site event management and operational support, including registration, attendee communications, room setup, materials distribution, and post-event evaluations.
  • Manage and support audiovisual, videoconferencing, and technology needs for departmental events, serving as a liaison with IT and providing technical guidance to faculty, staff, and trainees.

• Grand Rounds Program Management = 15%
  • Partner with the Grand Rounds Faculty Director to coordinate and manage the department's monthly Grand Rounds program, ensuring successful planning, delivery, and evaluation of all sessions.
  • Administer Continuing Medical Education (CME) activities, including accreditation requirements, participant tracking, attendance verification, and issuance of CME credit.
  • Coordinate all event logistics, including scheduling, speaker support, room setup, audiovisual needs, videoconferencing, parking, and attendee communications.
  • Manage the day-of execution of Grand Rounds, ensuring a high-quality educational experience for presenters and participants and resolving operational issues as needed.
  • Oversee participant evaluations and program assessment activities, ensuring timely collection, reporting, and compliance with CME requirements.
  • Maintain learning environments that support attendee engagement and educational effectiveness through appropriate room configuration, technology support, and venue coordination.

• Special Projects and Departmental Initiatives = 10%
  • Assist with other projects from VCFA, Chair's Executive Administrative Specialist, and Web Information Specialist.

Required Qualifications

To be considered for this opportunity your application must demonstrate you meet both the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications WILL NOT be forwarded to the Hiring Department.

• Bachelor’s Degree in Communications, English, Business, Marketing or similar.
• 2 years’ experience involving public contact such as sales promotion, communication/media, event production,  or in the hospitality industry.

Preferred Qualifications

• Demonstrated ability to prepare communications requiring interpretation of complex, scientific and technical information into language and format accessible to the general public.
• Experience working with common web-design platforms.
• Experience with managing social content and presentation on social media platforms.
• Experience with live event production.
• Experience working in an academic medical environment.

Working Conditions

• Occasional telework; but this is a mainly on-site position.

About the Team

The Department of Surgery is a large department within the School of Medicine, with surgeons practicing at all our locations and in multiple surgical subspecialties. The UW Department of Surgery is guided by our mission of providing compassionate and high-quality patient care, training future generations of surgical leaders, and conducting research in a collegial environment that embraces diversity and promotes inclusiveness. 

This position resides within the Department of Surgery Chair’s Office. The Chair's Office is a small, collaborative team that supports and connects the department's many programs, people, and accomplishments. As Communications and Events Specialist, you will help coordinate and deliver a wide range of events and special projects that support the department's missions of education, research, clinical excellence, and community engagement. You will also contribute to communications efforts that highlight the achievements of our faculty, trainees, staff, and programs. The role offers broad exposure to academic medicine and the opportunity to work with nationally recognized surgeons, researchers, educators, and institutional leaders.

This position is ideal for someone who enjoys variety, takes initiative, and is excited to learn. You'll have opportunities to develop skills in event planning, project management, communications, digital content, and stakeholder engagement while taking ownership of meaningful work from concept through execution. No two weeks are exactly alike, making this an excellent opportunity for an organized, creative professional who is energized by bringing people together, sharing impactful stories, and contributing to a mission-driven organization.

Compensation, Benefits and Position Details

Pay Range Minimum:

$62,004.00 annual

Pay Range Maximum:

$76,800.00 annual

Other Compensation:

Overtime Pay

Benefits:

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/

Shift:

First Shift (United States of America)

Temporary or Regular?

This is a regular position

FTE (Full-Time Equivalent):

100.00%

Union/Bargaining Unit:

Not Applicable

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 world. In 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 206-543-6450 or [email protected]. 

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.