As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world.
UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. All of which has allowed the UW to be nationally recognized as a “Great College to Work For” for five consecutive years.
The Graduate School provides instrumental services to UW graduate programs, faculty and students while championing the enterprise of graduate education itself.
The Graduate School has an outstanding opportunity for a full time Advancement Assistant.
The Advancement Assistant (Administrative Assistant III) will provide administrative support to both the Director of Advancement (DOA) and the Assistant Director of Advancement (ADOA) of the Graduate School. The Advancement Assistant facilitates the Graduate School's fundraising efforts by maintaining and retrieving files, preparing, sending and handling correspondence, tracking the flow of information and documents to both internal and external constituencies, processing gifts, reconciling budgets and receipts, managing relationships with campus departments/programs, and working on various research projects as needed. The Advancement Assistant exercises independent judgment and discretion in handling confidential information and when communicating with students, faculty, administrators, legislators, higher education associations, foundations and corporations, prospects, stewardees, major donors, key political stakeholders, the media, and institutional peers/competitors.
RESPONSIBILITIES:
OVERVIEW:
Support Graduate School Advancement office with administrative duties
Support frontline fundraisers in creating, editing and preparing stewardship communications and custom reports for donors, serving as the donor’s stewardship center point for the Graduate School
Acknowledge all Graduate School gifts on a monthly basis
ADMINISTRATIVE:
Perform complex word processing tasks such as mail merging letters, creating and sorting spreadsheets, integrating text with graphics, managing database files and analyzing data sets
Monitor timelines and work with colleagues to ensure projects meet goals and deadlines; work with the Communications team to meet print deadlines
Schedule appointments on behalf of advancement staff
Process and route mail, calls and e-mail
Maintain and/or develop - usable hard copy and digital filing systems
STEWARDSHIP:
Coordinate system for donor file management and support the Graduate School’s participation in the University’s prospect management and tracking system
Prepare summary profiles of current and prospective donors for briefings and annotated guest lists for UW VIPs participating in advancement related events
Coordinate development and implementation of an annual stewardship plan
Create annual stewardship reports to major and endowment donors of endowed fellowships, programs and awards. Prepare these custom stewardship reports as needed and manage the donor-awardee relationship which includes writing, editing and layout of impact reports using desktop publishing programs. Work to segment communications to donors who make annual gifts versus completion of pledges, etc. and steward them accordingly.
Work through UW Beneportal to gather and upload students stories, edit their documents and continually create opportunities for donors and stakeholders to see the impact of their investment in the Graduate School. Prepare timely award notification letters to donor as students are selected.
Respond to inquiries from university colleagues, donors, volunteers, prospects and community members via telephone, email, or other communication avenues as necessary
COMMUNICATIONS:
Draft correspondence
Edit, proofread and format proposals and prepare presentation materials
Prepare materials and agendas for internal and external meetings and events
Support the creation and production of printed and electronic communications materials including invitations, announcements, and brochures
Process updates to the Graduate School’s Advancement website
FISCAL:
Process all gifts and gift acknowledgements
Assist with internal journal voucher fund transfer across various university programs and units
Maintain budget records and create budget reports
Assist Advancement team with monthly pro-card receipt reconciliation and reimbursement
Implement reimbursement and purchasing systems in accordance with Graduate School, Advancement and University purchasing and budget policies and procedures
Assist with logistics of the school’s advancement and alumni events, including Dean’s Club receptions, donor events, and board meetings
Maintain supplies
FRONT DESK COVERAGE:
Greeting and routing visitors while the incumbent serving as the Program Coordinator is away from the front desk during appropriate break periods and lunch breaks
REQUIREMENTS:
Requires High School Diploma/GED AND four years of office or administrative support experience OR equivalent education/experience
ADDITIONAL REQUIREMENTS:
Excellent written and verbal communication skills
Exceptional attention to detail
Proficiency with personal computing environment, Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), and the Internet Willingness and ability to learn how to use the ADVANCE database system and other proprietary software products
Demonstrated ability to maintain confidences and protect confidential material; exercises discretion in communicating with students, faculty, administrators, legislators, higher education associations, foundations and corporations, prospects, stewardees, major donors, key political targets, the media, and institutional peers or competitors
Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. Takes responsibility and initiative to set and meet goals and seeks information to meet duties and responsibilities
Strong interpersonal skills and customer service. Poised, professional manner with the ability to express oneself clearly and empathetically in interactions with others in all forms of communications, verbal and written, one-on-one and group, etc.
Ability to communicate in a direct and professional manner that engages dialog in a manner that resolves differences
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
DESIRED:
Bachelor’s degree
Familiarity with the University of Washington work environment, procedures and software
Proficiency with Adobe software including ‘Creative Suite,” Photoshop, Illustrator and Acrobat (full version)
Knowledge of alumni relations/development/advancement principles
Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE. Experience with event coordination and/or logistical support
Experience with UW travel and reimbursement policies
Advanced Excel skills, (eg. Pivot Tables, Vlookup)
CONDITIONS OF EMPLOYMENT:
Typically a 40 hour per week position, 5 days per week in a standard office environment
Flexible schedule to allow work on occasional evenings and weekends to assist with Development activities
Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
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