Foundation Board Engagement Coordinator
University of Washington
Seattle, WA
Full-time
Administration / Clerical
Posted on May 4, 2019
Req #: | 166074 |
Department: | UNIVERSITY ADVANCEMENT |
Job Location: | Seattle Campus |
Posting Date: | 04/02/2019 |
Closing Info: | Open Until Filled |
Salary: | Salary is commensurate with experience and education |
Shift: | First Shift |
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.
University Advancement has an outstanding opportunity for an Foundation Board Engagement Coordinator.
POSITION PURPOSE
The Foundation Board Engagement Coordinator is responsible for supporting all events and meetings for the Office of Foundation Board Engagement. Through their work, the Foundation Board Engagement Coordinator will support the UW Foundation Board by executing meetings, special events, and targeted activities that facilitate pride, advocacy, and private support for the UW.
FOUNDATION BOARD ENGAGEMENT OFFICE PURPOSE
Foundation Board Directors are University of Washington ambassadors who are dedicated to learning about the UW’s impactful work. The Foundation Board Engagement Office fully embodies the donor-centric model, ensuring each Foundation Board director’s tenure on the board is deeply engaging and meaningful, arming them with information and inspiration in their commitment to increasing the level of private giving to the UW in support of excellence in programs.
DUTIES AND RESPONSIBILITIES
ADMINISTRATIVE
The Coordinator, Foundation Board Engagement will provide administrative support to the Director, Foundation Board Engagement, Advancement leadership and volunteers in their work on behalf of the UW Foundation.
They will be responsible for updating the board roster, directory, biographies, and volunteer records as well as engagement tracking (attendance at all meetings, socials and events) using Advance database. Ensure consistent and accurate committee and volunteer activity data and contact reports. Track Conflict of Interest Forms and Photo Release forms.
Track all unit program proposals to be considered for board meetings and Deep Dives in alignment with institutional and campaign priorities.
Maintain department budget, accurately managing expenses. Manage and reconcile Procurement card accounts.
FOUNDATION BOARD MEETINGS AND EVENTS PLANNING
Under the direction of the Director of Foundation Board Engagement, the Foundation Board Engagement Coordinator will support the UW Foundation Board by planning, managing and executing board meetings (three per year), dinners and socials (three to five per year), committee meetings (25+ per year), Deep Dives (6-10 per year), and stewardship activities (2-3 per year) . They will be responsible for all logistics and staffing for meetings and events ranging in size from 10 to 200 guests, comprised of high-level volunteers and donors, University leadership, and other VIPs.
Conduct venue research, negotiate prices and manage vendor and caterer relationships, manage guest lists and subsequent RSVPs, manage frontline check in, arrange transportation/parking, coordinating audio/visual, manage catering and décor, run on-site production and determine and acquire staffing/volunteer requirements for each event. They will develop and execute event production timelines for each meeting or event, securing vendor, staff, and volunteer support as appropriate. Provide general direction to support staff and volunteers and take responsibility for maintaining high quality standards.
Evaluate events and other programs in portfolio for outcomes, satisfaction levels and improvement opportunities and make recommendations regarding future programming. Provide opportunities for feedback and responses from all stakeholders involved in the program, including event attendees, staff and volunteers.
DEEP DIVE PROGRAM MANAGEMENT
Under the guidance of the Director of Foundation Board Engagement and Deep Dive Committee Co-Chairs, the Foundation Board Engagement Coordinator will provide overall management of the Foundation Board’s Deep Dive program.
They will steward the Deep Dive Committee, providing agendas, meeting materials, speaking points and committee reports for volunteer leadership.
They will develop the Deep Dive Programs annually in collaboration with the Director of Foundation Board Engagement and Deep Dive Committee. Additionally, manage strategy meetings with unit colleagues, assist in building individual programs and work with producing program communication content.
Other duties as assigned
SUPERVISION RECEIVED
This position reports to the Director for Foundation Board Engagement.
SUPERVISION EXERCISED
This position may oversee the work of student workers and volunteers for events.
KEY COMPETENCIES
Core
Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.
Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.
Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.
Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Functional Expertise
Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success.
Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.
Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests of the organization in mind.
REQUIREMENTS
Bachelor's degree and one year of experience in event planning, project management, administration or related field. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.
Previous experience supporting high-level administrators, volunteers and donors.
Knowledge of alumni relations/development/advancement principles.
Exceptional writing skills.
Budget management experience.
Demonstrated proficiency in Microsoft Word, PowerPoint, and Excel.
Excellent organizational and project management skills. Ability to work independently and complete projects in a fast-paced deadline-driven environment in a professional manner.
Experience in managing multiple projects/tasks and keeping pace with rapidly changing priorities and deadlines.
Ability to problem-solve, take initiative, set priorities and exercise good judgment.
Attention to accuracy, detail, and thoroughness in completing assigned duties and responsibilities.
Familiarity with event coordination, including an understanding of the event process and related timelines, program coordination, invitee and guest lists nametag preparation, etc.
DESIRED
Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE.
Experience with University of Washington offices including Transportation Services, Housing and Food Services, and Creative Communications.
CONDITIONS OF EMPLOYMENT
Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
Ability to work evening and weekend hours, as necessary, on short or limited notice.
Must have regular and reliable transportation for local travel and willing to travel when necessary.
Frequent local travel expected.
Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
During Events (from setup to tear down) or on Event days:
• Ability to stand 4 or more hours continuously.
• Ability to walk 4 or more hours continuously.
• Ability Standing: duration of 4+ hours for events
• Ability to work greater than a 10 hour day
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
BENEFITS
As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here.
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 Workforce 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
The University of Washington is a leader in environmental stewardship & sustainability, and committed to becoming climate neutral.
The University of Washington is an equal opportunity, affirmative action employer. To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or dso@uw.edu.