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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.
The School of Pharmacy has an outstanding opportunity for a full-time Advancement Services Officer.
The Advancement Services Officer is responsible for the coordination of administrative Advancement related activities (e.g. fundraising, volunteer engagement, alumni relations) within the School of Pharmacy (SoP). This position provides support to the Advancement team, which includes the Associate Dean for Advancement, the Assistant Director of Advancement & Alumni Relations and Director of Marketing and Communications. The Advancement Services Officer works in collaboration with internal and external audiences including the Dean, department chairs, faculty, SoP and UW central advancement colleagues. They support the mission and values of the School while cultivating strong relationships with current and potential donors and the community. The position is supervised by the Associate Dean of Advancement.
General duties include office management; database maintenance and report creation; establishing and coordinating meetings and calendars; accurate correspondence and record-keeping. The Advancement Services Officer is also responsible for the management (or co-management), implementation, and evaluation of several events each year. These events and activities are designed to identify, cultivate, and steward donors and have strategic fundraising goals. Events range in size and complexity from a 80 person Corporate Advisory Board, a 250-guest annual recognition event to engagement activities and meetings. Many events include participation by the Dean, University leadership, faculty, donors, and volunteers. This position is responsible for negotiating vendor agreements, developing, and managing event production schedules and budgets, and creating any event-related materials. The Advancement Services Officer is also responsible for participating stewardship activities, including gift processing, preparing reports and letters, and overseeing gift budgets.
The position offers valuable Advancement experience and exposure in a fast-paced, small-team setting.
DUTIES AND RESPONSIBILITIES
Administration & Operations (30%) Coordinate and lead general operations of the Advancement office, work includes (but is not limited to):
Participate in the planning and implementation of the School’s advancement program and goals, including annual gifts, major gifts, volunteer engagement, marketing & communications, events, and stewardship.
Prepare materials and agendas for internal and external meetings and educational events, including confidential briefings for the Dean, Department Chairs and/or Faculty, as requested.
Provide support for all Advisory Board activities, including scheduling and supporting meetings, preparing, and sending out communications, developing meeting materials, and supporting committee work.
Collaborate with stakeholders to write, edit, and assist in preparation of funding proposals, donor correspondence, donor/alumni publications, donor impact reports, and other projects as needed.
Schedule appointments with internal and external constituents and provide meeting and calendar support, including making room reservations, setting up virtual meetings, recording meeting minutes, and filing contact reports, as requested.
Prepare ad-hoc reports using Advance, Reportal & ReportWriter for the Advancement team which reflect their needs and specifications. Analyze reports, communicate issues, and make recommendations, as appropriate.
Make travel arrangements and reservations for the Advancement team. Create and assemble itineraries which include donor appointments, directions, and contact information. Help reconcile travel and meeting expenses to submit for reimbursement.
Working in conjunction with the Associate Dean, scaffold Advancement team fiscal activities. This includes providing budget oversight, maintaining spending records, accurately coding receipts, and requesting expense reimbursements using Ariba, PaymentNet, MyFinancial Desktop and B.I. Portal.
Provide other general administrative support for the Advancement team and/or lead other projects as assigned by the Associate Dean for Advancement.
Gift Processing, Acknowledgement & Stewardship (30%) Oversee Advancement’s stewardship activities and coordinate donor recognition, work includes (but is not limited to):
Process incoming gifts according to UW procedures; produce thank you letters and gift summary reports; and monitor any outstanding gift pledges.
Manage the donor acknowledgment process, including producing donor acknowledgement letters and follow-up calls from the Dean and/or other members of the Advancement Team. Communicate with academic and administrative directors of gifts in their area.
Work with Philanthropic Recognition Programs to coordinate central stewardship efforts and serve as Pharmacy’s representative at Stewardship Network meetings.
Assist in requesting and preparing professorship reports and student scholarship letters, including managing the data entry in Beneportal, reviewing/editing reports and letters, and distributing in a timely manner.
Gain familiarity with gift budgets and work with Finance team, as needed, to monitor spending and fund creation.
Support regular stewardship activities, including birthday cards, holiday cards, and recognition for special occasions.
Process incoming Pharmacy Alumni Association Membership dues and create summary reports as needed.
Event Production & Management (35%) Lead strategy and implementation for Advancement events, work includes (but is not limited to):
Research and contract vendors, secure venues, compile guest lists, manage RSVPs, arrange transportation, parking and security, select menus and purchase décor.
Develop, manage and authorize expenditures for annual event budget, negotiate vendor agreements to maximize budget, and oversee budget tracking. Monitor and reconcile budget expenditures. Work with the Marketing & Communications Team and/or outside contractors to develop event related materials and publications.
Utilize Advance (UW’s Donor database), Cvent and Marketo to create mailing lists, conduct research, create event invitations, registration pages, and follow-up communications.
Design and implement methods of evaluating events for fundraising outcomes and improvement opportunities.
Maintain an accurate and up-to-date calendar of events and contribute to the maintenance of School’s web pages that include event information and details.
Manage and supervise external vendors, including (but not limited to) caterers, designers, printers, mail houses, photographers, emcees, and video production companies.
As assigned, advise and assist School departments and programs in the development of targeted events and activities related to advancement, alumni engagement, outreach and public awareness.
Other duties as assigned (5%)
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, Equity & Inclusiveness: Respects, values and contributes to the UW’s and the SoP’s values and commitment to diversity, equity and inclusion.
Functional Expertise Planning & Implementing: Develops event strategies and plans that integrate into the organization’s mission, priorities and fundraising goals. Results Oriented: Acts decisively to achieve results. Teamwork: Works collaboratively with others to achieve team goals with an emphasis on collegiality, cooperation and nimble problem solving.
As a UW employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please visit our website, click here.
Bachelor's degree and 2 years of experience in events management, marketing/communications, development, or related field. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree.
Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
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.
Demonstrated ability to build and maintain positive relationships and actively contributes as a member of working teams to achieve results.
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 the goals, objectives and obligations while representing the mission, vision, and values of the organization.
Demonstrated creativity, organizational ability, and strong attention to detail. Copy editing skills a plus. Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast pace, dynamic, deadline drive environment in an organized and professional manner.
Demonstrated ability to maintain confidences and protect confidential information; acts in a selfless manner and models ethical values of the UW.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Knowledge of alumni relations, development, or advancement principles.
Experience working in higher education.
InDesign, Photoshop, Marketo, CVent and Advance experience is beneficial.
CONDITIONS OF EMPLOYMENT
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
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.
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