Req #: 190758
Department: COLLEGE OF THE ENVIRONMENT – ADVANCEMENT
Job Location: Seattle Campus
Posting Date: 05/25/2021
Closing Info: Open Until Filled
Salary: Salary is commensurate with education and experience
Shift: First Shift

Apply Here: https://uwhires.admin.washington.edu/ENG/candidates/default.cfm?szCategory=jobprofile&jobhistory=1&szOrderID=190758
Notes: Priority consideration will be given to applications submitted by 06/15/2021.
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.

College of the Environment-Advancement has an outstanding opportunity for a full-time Advancement Services Officer.

POSITION PURPOSE
The College of the Environment is the largest college of the environment in the United States, and it houses a dynamic combination of programs across basic science, environmental science and policy. Its programs in oceanography, atmospheric sciences and geosciences are highly ranked on a consistent basis. This Advancement Services Officer position offers valuable Advancement experience and exposure in a team setting.

The Advancement Services Officer is responsible for the coordination of administrative Advancement related activities (e.g. fundraising, events, alumni relations) within the College of the Environment. This position provides support to the Advancement team, which includes the Associate Dean for Advancement, the Senior Director of Advancement and a team of seven Major Gift Officers. The Advancement Services Officer works in collaboration with internal and external audiences including the dean, department chairs, faculty, College of the Environment 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 Director for Donor Services and Development Operations.

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 responsible for supporting stewardship activities, including gift processing, preparing reports and letters, and overseeing gift budgets. The Advancement Services Officer is also responsible for supporting event planning, production, scheduling and creating event-related materials. These events are designed to identify, cultivate, and steward donors and have strategic fundraising goals. Events range in size and complexity from a 500-guest annual Public Lecture held off campus, to donor engagement activities and meetings. Many events include participation by the Dean, University leadership, faculty, donors, and volunteers.

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 College of the Environment’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 events, including confidential briefings for the Dean, Department Chairs and/or Faculty, as requested.
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.
Provide other general administrative support for the Advancement team and/or lead other projects as assigned by the Associate Director for Donor Services and Development Operations.

Gift Processing, Acknowledgement & Stewardship (30%)
Support the Associate Director for Donor Services and Development Operations with 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, emails and/or follow-up calls from the Dean, Department Directors and/or other members of the
Advancement Team. Communicate with academic and administrative administrators of gifts in their area.
Work with Philanthropic Recognition Programs to coordinate central stewardship efforts and serve as the College of the Environment’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 Administrators and Dean’s Office Finance team, as needed, to monitor spending and fund creation.
Support regular stewardship activities and recognition for special occasions.

Event Coordination (30%)
Support strategy and implementation for Advancement events. Work includes (but is not limited to):

Research vendors and venues, compile guest lists, manage RSVPs, arrange transportation, parking and security.
Utilize Advance (UW’s Donor database), Cvent and Marketo to create mailing lists, conduct research, assist with creating event invitations, registration pages, and follow-up communications.
Provide day-of-event site support including set-up and break-down of venues
As assigned, advise and assist College of the Environment departments and programs in the development of targeted events and activities related to outreach and public awareness.
Serve as team’s Constituent Relations Officer, attend roundtable meetings, and support broad-based engagement initiatives aimed at identifying, engaging, and cultivating the wide cross-section of audiences who may have an interest and affinity to the UW College of the Environment and its departments.

Building Coordinator for Ocean Research Building #2 (5%)
Attend Facilities Building Coordinator meetings, file and track work orders for facilities repair requests.

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 College of the Environment’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.

REQUIREMENTS

Bachelor’s degree and 2 years of experience in events management, fundraising, non-profit or related field.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Additional Requirements:
Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc.
InDesign, Photoshop, Marketo, and Cvent experience is beneficial.
Copy editing skills a plus.
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. 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.

DESIRED

Knowledge of alumni relations/development/advancement principles.
Experience working in higher education a plus, but not required.

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.

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.