ADVANCEMENT SERVICES OFFICER
Req #: | 172912 |
Department: | UNIVERSITY ADVANCEMENT |
Job Location: | Seattle Campus |
Posting Date: | 10/04/2019 |
Closing Info: | Closes On 10/11/2019 |
Salary: | Salary is commensurate with experience and education |
Limited Recruitment: |
Open to Department employees only
If you are a UW employee and would like to be considered for this position, please login to your UW employee profile to apply. |
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 six consecutive years.
University Advancement has an outstanding opportunity for a Advancement Services Officer.
Position Purpose
As a critical member of the Central Corporate & Foundation Relations team (Central CFR), the Advancement Services Officer (ASO) serves as the team’s project management and operations lead. The ASO provides advanced project management and analysis for the Assistant Vice President (AVP) and senior directors, as well as oversees and, as needed, provides their administrative support. The ASO directs a work-study student who carries primarily administrative duties. The ASO is responsible both for leading projects core to the success of the team and for lending support to projects under others’ direction. The ASO oversees the day-to-day operations of Central CFR.
The ASO supports Central CFR’s efforts to increase financial support and build long-term engagement among the UW’s corporate and foundation partners. The ASO works with academic leaders, university staff and external partners (including corporate and foundation representatives, volunteers, alumni and donors) in support of these goals. The ASO manages the Central CFR operating budget, coordinates office work flow and serves as a liaison between Central CFR and other university units, including the offices of the President, Provost, Vice Provost for Research and Vice Provost for Innovation, the Office of Sponsored Programs, Gift & Contract Accounting, and UW schools, colleges and programs. The ASO regularly handles confidential and sensitive information, understands corporate and foundation relations as a field and a practice, and has a working knowledge of institutional policies and processes associated with gift and sponsored program (grant and contract) funding.
DUTIES AND RESPONSIBLITIES
Project management
o Lead projects assigned by the AVP and senior directors, encompassing such areas as portfolio management, strategy development, prospect research, CFR education and training, budgeting, website and communications strategy, and office procedures and protocols.
o Independently identify areas that would benefit from process improvement and devise and lead the solution, including developing collaborations with teammates and others as required for success.
o Provide support for projects the AVP and senior directors are leading, tracking tasks and timelines, managing calendars, convening and documenting.
o Collaborate with all teammates, as warranted, in a variety of projects and endeavors as a vital contributor to Central CFR.
Program Operation and Administration
o Provide executive-level support to the AVP, including calendar management and correspondence, briefings and other communications on behalf of the AVP. Represent the AVP in meetings and at events with professionalism and polish.
o Oversee and, as needed, provide administrative support for the senior directors.
o Oversee the day-to-day operations of Central CFR. This includes meeting schedules and calendars, travel arrangements and accompanying itineraries, management and reconciliation of ProCard and travel card accounts, reimbursements, office expenditures, inventory monitoring, mail distribution, filing, and paper and electronic file management.
o Oversee the Central CFR operating budget, maintaining spending records, creating financial reports and forecasting expenditures for the AVP in support of planning and decision-making. Acts as a budgetary advisor to the AVP.
o Manage team meeting process, including schedules and logistics, development of agendas and supporting materials, documentation of meeting content and tasks, and tracking of follow-up. This responsibility encompasses all-team meetings, the senior director meetings, and corporate, foundation and engagement sub-group meetings.
o Advise in meetings and conversations across Central CFR’s teams and committees, listen for common threads and share information across groups, helping to foster synergies, collaboration and efficiencies among team members.
o Consult in hiring processes, develop interview schedules and materials, and serve as a primary point of communication for Central CFR job candidates. Serve on search committees.
o Lead onboarding and training of new Central CFR staff, and manage the orientation of other new CFR staff UW-wide to CFR processes, protocols and portfolios.
o Provide coverage for the Associate Director for Corporate & Foundation Relations in moving gift and sponsored project funding, agreements and related paperwork seamlessly through institutional processes and protocols.
o Report on on data using Advance, Reportal, SPAERC, EDW and other sources, and organize content for ad hoc reports and for the Central CFR dashboard. Create and manage the work plan and timeline for the Central CFR dashboard as a quarterly project.
Engagement
o Serve as a critical member of the Central CFR Engagement Team, led by the Senior Director for Corporate & Foundation Engagement, contributing content knowledge and new ideas and playing a hands-on role in delivering on engagement goals.
o Lead the delivery of special cultivation and stewardship events, including luncheons, receptions and dinners that honor and celebrate some of the UW’s most strategically important corporate and foundation supporters. Provide project management for such events.
o Manage all aspects of the annual Boeing Breakfast, overseeing the timeline, managing all logistical elements, developing the invitation and invitee list, managing RSVPs, recruiting and training volunteers, working with vendors, monitoring and approving event expenditures, prompting and supporting the AVP and other staff in their roles associated with this event, and driving follow-up.
o Support corporate and foundation site visits, research showcase events and other significant efforts throughout the year associated with proposals for funding, including planning and logistical components and day-of responsibilities.
o Working with content-matter experts in Central CFR and elsewhere, devise new CFR website content designed to engage internal and external partners. Monitor website currency and relevance on an ongoing basis, and periodically review peer institution sites for inspiration.
o Co-lead (with corporate and foundation relations directors) the schedule, content development and campus-wide engagement in the monthly Corporate & Foundation Relations Roundtable and other educational and community-building sessions for CFR staff.
o Support a variety of regular and ad hoc stewardship touchpoints, including devising and preparing annual Thanksgiving messaging for key corporate and foundation partners and supporting portfolio holders in list development.
Other duties as assigned.
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 and 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 and inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Functional expertise
Dealing with ambiguity: Ability to effectively manage and navigate change quickly and appropriately while being able to act without have the total picture. Comfortable in handling risk and uncertainty.
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.
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.
Planning and implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.
REQUIREMENTS
Bachelor's degree and four years’ experience in administrative, project management or related roles. Equivalent combination of comparable knowledge and skills may substitute for education and/or experience.
Excellent organizational and project management skills. Ability to work independently and complete projects in a fast-paced, deadline-driven environment. Experience 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.
Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
Ability to work collaboratively within a team setting.
Excellent written and oral communication skills; interpersonal skills; customer service ethic; trustworthiness with confidential information; ability to communicate effectively with diverse internal and external constituencies by phone, correspondence and email; willingness to take initiative; and experience in data management.
Attention to accuracy, detail and thoroughness in completing assigned duties and responsibilities.
Demonstrated ability to build and maintain positive relationships and actively contributes as a member of working teams to achieve results.
DESIRED QUALIFICATIONS
Knowledge of the integrated advancement model. Knowledge of advancement principles broadly and corporate and foundation relations specifically.
Knowledge of UW Advancement policies and procedures, including use of the development database software Advance.
Comfort with email management and/or event registration software (Convio, Cvent, Marketo, etc.)
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:
? 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 six consecutive years.
School of Pharmacy, University Advancement has an outstanding opportunity for a Director of Marketing and Communications.
Position Purpose
As a critical member of the Central Corporate & Foundation Relations team (Central CFR), the Advancement Services Officer (ASO) serves as the team’s project management and operations lead. The ASO provides advanced project management and analysis for the Assistant Vice President (AVP) and senior directors, as well as oversees and, as needed, provides their administrative support. The ASO directs a work-study student who carries primarily administrative duties. The ASO is responsible both for leading projects core to the success of the team and for lending support to projects under others’ direction. The ASO oversees the day-to-day operations of Central CFR.
The ASO supports Central CFR’s efforts to increase financial support and build long-term engagement among the UW’s corporate and foundation partners. The ASO works with academic leaders, university staff and external partners (including corporate and foundation representatives, volunteers, alumni and donors) in support of these goals. The ASO manages the Central CFR operating budget, coordinates office work flow and serves as a liaison between Central CFR and other university units, including the offices of the President, Provost, Vice Provost for Research and Vice Provost for Innovation, the Office of Sponsored Programs, Gift & Contract Accounting, and UW schools, colleges and programs. The ASO regularly handles confidential and sensitive information, understands corporate and foundation relations as a field and a practice, and has a working knowledge of institutional policies and processes associated with gift and sponsored program (grant and contract) funding.
DUTIES AND RESPONSIBLITIES
• Project management
o Lead projects assigned by the AVP and senior directors, encompassing such areas as portfolio management, strategy development, prospect research, CFR education and training, budgeting, website and communications strategy, and office procedures and protocols.
o Independently identify areas that would benefit from process improvement and devise and lead the solution, including developing collaborations with teammates and others as required for success.
o Provide support for projects the AVP and senior directors are leading, tracking tasks and timelines, managing calendars, convening and documenting.
o Collaborate with all teammates, as warranted, in a variety of projects and endeavors as a vital contributor to Central CFR.
Program Operation and Administration
o Provide executive-level support to the AVP, including calendar management and correspondence, briefings and other communications on behalf of the AVP. Represent the AVP in meetings and at events with professionalism and polish.
o Oversee and, as needed, provide administrative support for the senior directors.
o Oversee the day-to-day operations of Central CFR. This includes meeting schedules and calendars, travel arrangements and accompanying itineraries, management and reconciliation of ProCard and travel card accounts, reimbursements, office expenditures, inventory monitoring, mail distribution, filing, and paper and electronic file management.
o Oversee the Central CFR operating budget, maintaining spending records, creating financial reports and forecasting expenditures for the AVP in support of planning and decision-making. Acts as a budgetary advisor to the AVP.
o Manage team meeting process, including schedules and logistics, development of agendas and supporting materials, documentation of meeting content and tasks, and tracking of follow-up. This responsibility encompasses all-team meetings, the senior director meetings, and corporate, foundation and engagement sub-group meetings.
o Advise in meetings and conversations across Central CFR’s teams and committees, listen for common threads and share information across groups, helping to foster synergies, collaboration and efficiencies among team members.
o Consult in hiring processes, develop interview schedules and materials, and serve as a primary point of communication for Central CFR job candidates. Serve on search committees.
o Lead onboarding and training of new Central CFR staff, and manage the orientation of other new CFR staff UW-wide to CFR processes, protocols and portfolios.
o Provide coverage for the Associate Director for Corporate & Foundation Relations in moving gift and sponsored project funding, agreements and related paperwork seamlessly through institutional processes and protocols.
o Report on on data using Advance, Reportal, SPAERC, EDW and other sources, and organize content for ad hoc reports and for the Central CFR dashboard. Create and manage the work plan and timeline for the Central CFR dashboard as a quarterly project.
Engagement
o Serve as a critical member of the Central CFR Engagement Team, led by the Senior Director for Corporate & Foundation Engagement, contributing content knowledge and new ideas and playing a hands-on role in delivering on engagement goals.
o Lead the delivery of special cultivation and stewardship events, including luncheons, receptions and dinners that honor and celebrate some of the UW’s most strategically important corporate and foundation supporters. Provide project management for such events.
o Manage all aspects of the annual Boeing Breakfast, overseeing the timeline, managing all logistical elements, developing the invitation and invitee list, managing RSVPs, recruiting and training volunteers, working with vendors, monitoring and approving event expenditures, prompting and supporting the AVP and other staff in their roles associated with this event, and driving follow-up.
o Support corporate and foundation site visits, research showcase events and other significant efforts throughout the year associated with proposals for funding, including planning and logistical components and day-of responsibilities.
o Working with content-matter experts in Central CFR and elsewhere, devise new CFR website content designed to engage internal and external partners. Monitor website currency and relevance on an ongoing basis, and periodically review peer institution sites for inspiration.
o Co-lead (with corporate and foundation relations directors) the schedule, content development and campus-wide engagement in the monthly Corporate & Foundation Relations Roundtable and other educational and community-building sessions for CFR staff.
o Support a variety of regular and ad hoc stewardship touchpoints, including devising and preparing annual Thanksgiving messaging for key corporate and foundation partners and supporting portfolio holders in list development.
Other duties as assigned.
Key Competencies
Core
o 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.
o Interpersonal awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.
o Professional credibility: Takes responsibility for meeting goals, objectives and obligations, and solving problems while representing the mission, vision and values of the organization.
o Critical thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.
o 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.
o Valuing diversity and inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Functional expertise
o Dealing with ambiguity: Ability to effectively manage and navigate change quickly and appropriately while being able to act without have the total picture. Comfortable in handling risk and uncertainty.
o 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.
o 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.
o Planning and implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution.
REQUIREMENTS
o Bachelor's degree and four years’ experience in administrative, project management or related roles. Equivalent combination of comparable knowledge and skills may substitute for education and/or experience.
o Excellent organizational and project management skills. Ability to work independently and complete projects in a fast-paced, deadline-driven environment. Experience 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.
o Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
o Ability to work collaboratively within a team setting.
o Excellent written and oral communication skills; interpersonal skills; customer service ethic; trustworthiness with confidential information; ability to communicate effectively with diverse internal and external constituencies by phone, correspondence and email; willingness to take initiative; and experience in data management.
o Attention to accuracy, detail and thoroughness in completing assigned duties and responsibilities.
o Demonstrated ability to build and maintain positive relationships and actively contributes as a member of working teams to achieve results.
DESIRED QUALIFICATIONS
o Knowledge of the integrated advancement model. Knowledge of advancement principles broadly and corporate and foundation relations specifically.
o Knowledge of UW Advancement policies and procedures, including use of the development database software Advance.
o Comfort with email management and/or event registration software (Convio, Cvent, Marketo, etc.)
Conditions of Employment
o Cubicle/open workspace environment which may result in additional or higher levels of noise and visual distractions.
o Ability to work evening and weekend hours, as necessary, on short or limited notice.
o Must have regular and reliable transportation for local travel and willing to travel when necessary.
o Frequent local travel expected.
o Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.
o During events (from setup to tear down) or on event days:
? Ability to stand four or more hours continuously.
? Ability to walk four or more hours continuously.
? Ability standing: duration of four-plus hours for events.
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
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 six consecutive years.
School of Pharmacy, University Advancement has an outstanding opportunity for a Director of Marketing and Communications.
Position Purpose
As a critical member of the Central Corporate & Foundation Relations team (Central CFR), the Advancement Services Officer (ASO) serves as the team’s project management and operations lead. The ASO provides advanced project management and analysis for the Assistant Vice President (AVP) and senior directors, as well as oversees and, as needed, provides their administrative support. The ASO directs a work-study student who carries primarily administrative duties. The ASO is responsible both for leading projects core to the success of the team and for lending support to projects under others’ direction. The ASO oversees the day-to-day operations of Central CFR.
The ASO supports Central CFR’s efforts to increase financial support and build long-term engagement among the UW’s corporate and foundation partners. The ASO works with academic leaders, university staff and external partners (including corporate and foundation representatives, volunteers, alumni and donors) in support of these goals. The ASO manages the Central CFR operating budget, coordinates office work flow and serves as a liaison between Central CFR and other university units, including the offices of the President, Provost, Vice Provost for Research and Vice Provost for Innovation, the Office of Sponsored Programs, Gift & Contract Accounting, and UW schools, colleges and programs. The ASO regularly handles confidential and sensitive information, understands corporate and foundation relations as a field and a practice, and has a working knowledge of institutional policies and processes associated with gift and sponsored program (grant and contract) funding.
DUTIES AND RESPONSIBLITIES
• Project management
o Lead projects assigned by the AVP and senior directors, encompassing such areas as portfolio management, strategy development, prospect research, CFR education and training, budgeting, website and communications strategy, and office procedures and protocols.
o Independently identify areas that would benefit from process improvement and devise and lead the solution, including developing collaborations with teammates and others as required for success.
o Provide support for projects the AVP and senior directors are leading, tracking tasks and timelines, managing calendars, convening and documenting.
o Collaborate with all teammates, as warranted, in a variety of projects and endeavors as a vital contributor to Central CFR.
Program Operation and Administration
o Provide executive-level support to the AVP, including calendar management and correspondence, briefings and other communications on behalf of the AVP. Represent the AVP in meetings and at events with professionalism and polish.
o Oversee and, as needed, provide administrative support for the senior directors.
o Oversee the day-to-day operations of Central CFR. This includes meeting schedules and calendars, travel arrangements and accompanying itineraries, management and reconciliation of ProCard and travel card accounts, reimbursements, office expenditures, inventory monitoring, mail distribution, filing, and paper and electronic file management.
o Oversee the Central CFR operating budget, maintaining spending records, creating financial reports and forecasting expenditures for the AVP in support of planning and decision-making. Acts as a budgetary advisor to the AVP.
o Manage team meeting process, including schedules and logistics, development of agendas and supporting materials, documentation of meeting content and tasks, and tracking of follow-up. This responsibility encompasses all-team meetings, the senior director meetings, and corporate, foundation and engagement sub-group meetings.
o Advise in meetings and conversations across Central CFR’s teams and committees, listen for common threads and share information across groups, helping to foster synergies, collaboration and efficiencies among team members.
o Consult in hiring processes, develop interview schedules and materials, and serve as a primary point of communication for Central CFR job candidates. Serve on search committees.
o Lead onboarding and training of new Central CFR staff, and manage the orientation of other new CFR staff UW-wide to CFR processes, protocols and portfolios.
o Provide coverage for the Associate Director for Corporate & Foundation Relations in moving gift and sponsored project funding, agreements and related paperwork seamlessly through institutional processes and protocols.
o Report on on data using Advance, Reportal, SPAERC, EDW and other sources, and organize content for ad hoc reports and for the Central CFR dashboard. Create and manage the work plan and timeline for the Central CFR dashboard as a quarterly project.
Engagement
o Serve as a critical member of the Central CFR Engagement Team, led by the Senior Director for Corporate & Foundation Engagement, contributing content knowledge and new ideas and playing a hands-on role in delivering on engagement goals.
o Lead the delivery of special cultivation and stewardship events, including luncheons, receptions and dinners that honor and celebrate some of the UW’s most strategically important corporate and foundation supporters. Provide project management for such events.
o Manage all aspects of the annual Boeing Breakfast, overseeing the timeline, managing all logistical elements, developing the invitation and invitee list, managing RSVPs, recruiting and training volunteers, working with vendors, monitoring and approving event expenditures, prompting and supporting the AVP and other staff in their roles associated with this event, and driving follow-up.
o Support corporate and foundation site visits, research showcase events and other significant efforts throughout the year associated with proposals for funding, including planning and logistical components and day-of responsibilities.
o Working with content-matter experts in Central CFR and elsewhere, devise new CFR website content designed to engage internal and external partners. Monitor website currency and relevance on an ongoing basis, and periodically review peer institution sites for inspiration.
o Co-lead (with corporate and foundation relations directors) the schedule, content development and campus-wide engagement in the m
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.
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.