Job Description
Procurement Events Specialist Location Olympia, WA :
Description Procurement Events Specialist (Program Specialist 3) **This position is eligible for telework within Washington State, with the expectation to participate in or coordinate occasional in-person events. Events could be virtual, in our Olympia office, or occasionally state-wide.** **The schedule for this position is flexible and may be either full-time or part-time (32 hours/week).** Who we are: The Department of Enterprise Services (DES) provides centralized business services to state government agencies; to other public entities such as cities, counties and tribes; and to Washington residents. DES' mission is to strengthen the business of government. We do this by creating overall operating efficiencies so our state's government entities can focus on their core missions. Our buying power, economies of scale and years of experience help government get the best value for the products and services they need to support their missions. We value Respect, Integrity, Excellence, Diversity, Equity and Inclusion. We seek new team members who share our commitment to be an equity-driven and antiracist organization. We listen to customers and team members to understand what they need and expect. We promote creativity, learning and improvement to meet those needs and adapt to the ever-changing business environment. We measure our results and seek feedback to improve our performance. Who we are looking for: The Contracts & Procurement (C&P) division is hiring a Procurement Events Specialist. In this role, you will be responsible for creating, administering, coordinating and evaluating all aspects of a new C&P Events Program. In this role you will utilize your expert-level event coordination and program administration skills to collaborate with C&P teams and leaders to strategically coordinate all procurement related events for the division. This includes helping coordinate critical small, diverse, veteran owned business events, environmental, and other key legislative priorities that are implemented through procurement activities, events, and actions. You will often be required to work under deadlines with a variety of internal and external stakeholders. You will research program needs and recommend alternative solutions to complex event-related problems and resolve conflicts that may arise. Why you should join us: The Department of Enterprise Services offers: - A great total compensation and benefits package;
- Paid Vacation, Leave, and Holidays;
- A healthy work/life balance, which may include flexible work schedules, teleworking, and an Infants in the Workplace Program;
- An agency-wide commitment to diversity, equity, inclusion and respect, and leaders who encourage all employees to bring their authentic selves to work;
- Access to several state business resource groups including the Rainbow Alliance and Inclusion Network (RAIN); Veteran Employee Resource Group (VERG); Latino Leadership Network (LLN); Blacks United in Leadership and Diversity (BUILD); Disability Inclusion Network (DIN); Washington Immigrant Network (WIN); and Hawaiians, Asians, and Pacific Islanders Promoting an Empowerment Network (HAPPEN);
- Supported growth and development opportunities; and
- Opportunities to serve your community through meaningful work.
Duties Some of what you will enjoy doing: P lan, coordinate, and conduct all aspects and components of C&P events program:
- Coordinate with C&P staff, leaders, and teams, customers, suppliers, vendors and event hosts/participants to lead the planning, coordination, consulting, and conducting of C&P events, as well as participation in events hosted by other entities.
- Develop, implement, and administer procedures, standards, priorities and deadlines for new and existing events across the program.
- Research best resources and investigate participant needs for a blend of in-person, virtual and hybrid events, determining priorities, setting goals/objectives, and providing expert technical assistance.
- Anticipate and resolve complex problems including scheduling and resourcing conflicts. Structure events for efficiency and ensuring a consistent customer/supplier/learner experience, determining participant eligibility, and securing the meeting space (or virtual platform).
- Host event planning meetings and agenda/training development.
- Partner with DES Communications to design, edit and distribute event materials, schedules, agendas, and related communications.
Create and manage comprehensive C&P event plans, calendars, reservations and evaluations: - Identify/track/report on statewide/national procurement events, dates, times, purpose, agendas, locations, sponsors/hosts, participant eligibility, and best C&P staff resources.
- Identify value, impacts and the “why” for each event, participation and customer/supplier benefits or risks. Investigate/research and include any applicable policy, legislative, or executive orders related to or in support of event participation (e.g. supplier diversity, environmental, IT).
- Create standard processes and procedures for planning, as well as overseeing event reservation program to ensure and report on accurate participant counts/confirmations for internal/attendee use and vendor/supplier/facility/public needs.
- Conduct post-event reviews, seeking feedback on impacts/outcomes, successes and gaps. Develop a system to determine the cost/ benefit for continued participation and level of support, identifying alternatives and solutions.
- Review evaluations and comments to monitor quality, making recommendations to leadership for future involvement.
Administer event contracts: - Initiate, administer, track and monitor all contracts necessary for events.
- Manage and oversee contracted event services, such as speakers, facilities, audio/visual, or catering contracts, in partnership with C&P Internal Contracts Unit (ICU), and others as needed.
Qualifications Required Qualifications:
- A Bachelor's degree; AND
- Two (2) years of related work experience including event planning, analysis, coordination and consultation with a variety of public and private agencies, organizations, and/or levels of government.
**NOTE: Equivalent combination of related education and experience may be considered, totaling 6 years.
The most successful applicants will also possess the following knowledge, skills, or abilities: - Proven attention to detail, planning, organizational and time management skills.
- Demonstrated ability to think creatively with issue identification and resolution capabilities.
- Effective verbal and written communication skills, including active listener.
- Experience with MS-Office Suite, reservation systems and survey/feedback systems.
Diversity Equity and Inclusion (DEI) Competencies: Incumbents to this position must possess and demonstrate the following competencies: - Able to learn and understand the language and concepts of our DES DEI culture and commit to being a part of creating and maintaining a diverse, equitable, respectful and inclusive workplace.
- Demonstrate a commitment to growth, learning and self-awareness when provided training and opportunities to participate in improving our work environment.
- Participate and behave in a manner that creates trust and builds working relationships, promoting teamwork and collaboration in the work environment.
- Demonstrate the understanding that all people are valued; contribute to an equitable, inclusive and respectful environment when working with members of the group, team, organization or community.
- Commit to being an active participant in continually evaluating and improving strategies that promote equity and inclusion in our organization.
Preferred/Desired Qualifications: - Professional certification as a Certified Meeting Professional (CMP).
- Planning, organizational and time management skills.
- Experience contracting for facilities, sound, visual media and event related goods and services.
- Ability to coordinate event speakers and agenda production.
- Awareness of procurement, purchasing, and supplier engagement basics.
- Demonstrated ability to think creatively.
Supplemental Information Please provide the following documents in order to be considered; failure to do so may result in you not being considered for the position:
- A letter of interest, describing how you meet the qualifications for this position as outlined in the job posting;
- A current resume , detailing experience, and education; and
- A current list of at least three (3) professional references with current contact information (attached or available to provide at the time of interview)
Conditions of Employment: - Background Check Notice: Prior to any new appointment into the Department of Enterprise Services, a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment, but will be considered in determining the applicant's suitability and competence to perform in the position.
Opportunity for All: The Department of Enterprise Services celebrates our differences and we are committed to a workplace that supports equal opportunity employment and inclusion regardless of race, creed, color, national origin, citizenship or immigration status, marital status, families with children (including pregnancy, childbirth, or related medical conditions), sex, sexual orientation, gender identity diversity, age, status as a protected veteran, honorably discharged veteran or military status, status as an individual with the presence of any sensory, mental, or physical disability or the use of a trained dog guide or service animal by a person with disabilities or other applicable legally protected characteristics. We will also consider qualified applicants with criminal histories, consistent with applicable federal, state and local laws. You are welcome to include the name and pronoun you would like to be referred to in your materials and we will honor this as you interact with our organization.
Contact Information: For questions about this recruitment or to request a reasonable accommodation in the application process, contact Jennifer McWaid at (360) 407-8210 or email
[email protected]. Applicants who are deaf or hard of hearing may call through the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.
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Job Tags
Holiday work, Full time, Part time, Work experience placement, Local area, Remote job, Flexible hours,