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.
For the University of Washington (UW) to be the greatest public university in the world as measured by our impact, the UW and University Advancement (UA) must weave equity and anti-racism into everything we do. Becoming a more equitable organization starts with us and focusing on groups that have been excluded and under-engaged will lead to better outcomes for our whole community. Ensuring that diversity, equity, and inclusion (DEI) are natural outcomes of our activities will require us to state our values, live by those values and work toward our vision every day. To sustain our efforts, we have defined a path forward with our values clearly articulated and shared throughout the organization. We invite you, our community, to walk with us, share feedback and engage as we do our part in the University-wide effort to create a more just and equitable world.
UW Advancement has an outstanding opportunity for an Administrative Specialist to join their team.
Provide administrative assistance to Annual Philanthropy staff members and act on their behalf in their absence. The Annual Philanthropy program focuses on building a sustainable base of support for the University of Washington through direct, multi-channel fundraising and engagement strategies in partnership with University Marketing, Information Management, Donor Relations, and our unit partners. Annual Philanthropy is team committed to innovating strategies, tactics and technologies that support our mission to build a robust and diverse base of support and pipeline for the University of Washington. This position will support and collaborate with a team of digital marketers, frontline fundraisers and engagement specialists all committed to creating meaningful relationships with our alumni and donors as well as intentionally building a culture of equity and inclusion.
DUTIES AND RESPONSIBILITIES
Assist Annual Philanthropy staff by communicating directly with donors on the gifts line and inbox, Advancement staff and University-wide constituents.
Represent the interests of Annual Philanthropy to these constituencies. This role works closely with unit and campus constituents in coordinating appeals and access to resources.
With delegated authority, manage the budget for Annual Philanthropy. Work with Annual Philanthropy vendors to ensure proper billing and contract adherence. This role is crucial to ensuring workflows and timelines associated with our vendors managing the Digital Engagement Center and all direct mail communications.
Attend meetings, act as the Senior Director’s representative as needed, provide information and report conclusions to key colleagues
Coordinate physical logistics for webinars, special events, and meetings as requested, these include but are not limited to Annual Philanthropy Roundtable, Husky Giving Day trainings, and other ad-hoc meetings. Coordinate and support all aspects of a variety of university-wide meetings.
Order all office supplies, furniture and computer equipment as needed for Annual Philanthropy staff.
Maintain calendars for Senior Director, schedule appointments, resolve scheduling conflicts and keep staff informed of additions, cancellations, and changes.
Prepare documents related to travel for Annual Philanthropy staff. Assist staff with travel arrangements, including reservations for plane and hotel. Prepare all necessary forms for travel reimbursement. Ensure that staff is submitting reimbursements for local mileage/food/miscellaneous within the 90-day time frame.
Assist Annual Philanthropy staff with special requests and projects.
Other duties and special projects as assigned.
This position reports to the Senior Director.
High school graduation or equivalent AND two years of experience in administrative support, overseeing and executing office operations OR equivalent education/experience.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Proficiency with personal computing environment, Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), and the Internet. Use of project management tools, such as Asana or Trello, highly desired. Familiarity with constituent databases, such as ADVANCE, also desirable.
Experience working with budgets, preparing financial spreadsheets, and tracking expenditures.
Experience in administering and coordinating the activities of multiple parties, preferably in a higher education or comparably complex setting.
Experience with organizing and staffing special events.
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.
Familiarity with marketing concepts and approaches.
Familiarity with estate planning processes, related legal documents and financial and investment concepts.
Knowledge of development/advancement principles.
Knowledge of UW Advancement Office policies and procedures, including use of the development database software ADVANCE.
CONDITIONS OF EMPLOYMENT
Cubical/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
Must be available for evenings and weekends, as needed.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.