Advancement Services Officer

Job Type

Full Time


Details: Salary and benefits are competitive. Salary is commensurate with qualifications and experience.




United States


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 four consecutive years. 

University Advancement is committed to creating an environment of inclusiveness where every person feels welcomed and valued. We believe that attracting and retaining diverse staff is crucial to serving the communities where our employees and students work and live.

University Advancement, School of Pharmacy, has an outstanding opportunity for an Advancement Services Officer.

Position Purpose

The Advancement Services Officer is responsible for the coordination of administrative Advancement related activities (e.g. fundraising, marketing, alumni relations) within the School of Pharmacy and provides support for the Assistant Dean for Advancement. This also includes support for the Assistant Director of Advancement and Director of Communications. The position is supervised by the Assistant Dean of Advancement, with day to day operations lead by the Assistant Director of Advancement.

The Advancement Services Officer is also responsible for the creation, management, implementation, and evaluation of various events that support the School of Pharmacy (SOP), including Dean’s Club, constituency relations and alumni events. SOP holds over 20 events a year designed to enhance public awareness of and increase private support for the School. This position negotiates vendor agreements, manages the budget, and supervises and hires up to two student workers annually. The Advancement Services Officer works in collaboration with internal and external audiences including the dean, department chairs, faculty, SOP and UW central advancement officers. To fulfill the duties of the position, the Advancement Services Officer interacts directly with major donors, volunteers, service providers and University officials. They support the mission and values of the School while cultivating a stronger relationship with current and potential donors and the community.  

Duties and Responsibilities

Events Management

In collaboration with the Assistant Director of Advancement, implement, manage, and evaluate more than 20 events each year. These events and activities are designed to steward and cultivate donors and have strategic fundraising goals. Events range in size and complexity from a major annual recognition reception, and annual scholar/donor luncheon to receptions and small meetings. Integrate the Advancement team’s priorities into all aspects of events. Many events include participation by SOP advancement leadership, the dean, SOP faculty, donors, and volunteers.

Secure venues, compile guest lists, manage RSVPs, arrange transportation, parking and security, select menus and décor and retain vendors.

Develop, manage and authorize expenditures for annual event budget (approximately $50,000), negotiate vendor agreements to maximize budget, and oversee budget tracking. Monitor and reconcile budget expenditures.

Work with the Director of Communications, graphic designers and printers to develop event related materials and publications. Manage the development of event related materials and publications.

Design and implement methods of evaluating special events for fundraising outcomes, satisfaction levels and improvement opportunities. Provide an annual report of activities with recommendations for improvements.

As assigned advise and assist School departments and programs in the development of targeted events and activities related to outreach and public awareness.

Maintain an accurate and up-to-date calendar of special 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, and decorators.

Advancement Program and Project Management

In collaboration with the Assistant Dean and the Assistant Director of Advancement, develop and implement the advancement strategic plan as a member of the school’s advancement team; and, will help carry out advancement activities and efforts to attract private support from individuals, corporations, and foundations.

Participate in the planning and implementation of the School of Pharmacy’s advancement program and goals, including annual gifts, leadership gifts, volunteer development, donor recognition, and stewardship.

Request reports, data, and other information from Advancement Services units and analyze data for consistency and appropriateness for the given task.

Utilize Advance (UW Donor database), Cvent and Market to create mailing lists, conduct research, create event invitations, registration pages, and donor follow up communications, and prepare various reports as needed (e.g. gift tracking, campaign progress, budget reports)

Provide meeting support including coordination and scheduling of meeting and recording meeting minutes.

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.

Support achievement of the School’s outreach, cultivation and fundraising goals through direct interaction with staff, volunteers, faculty, alumni, donors and students as needed to ensure successful completion of event schedule.

Hire and manage up to two student workers annually. Assign projects, track progress, serve as main liaison between staff and student workers, and approve timesheets.

Provide support on and/or lead other projects as assigned by the Assistant Dean.

Gift Processing, Acknowledgement & Stewardship

Coordinate gift processing for the School of Pharmacy, communicate with academic and administrative directors of gifts in their area in a timely manner, and monitor any outstanding gift pledges.

Manage the donor acknowledgment process. Duties include but are not limited to: producing donor acknowledgement letters and follow up calls from the Dean, Assistant Dean of Advancement or Assistant Director of Advancement.

Coordinate donor stewardship activities including managing the data entry and reporting for scholarship support in Beneportal.

Other duties as assigned.

Professional Level


Minimum Education Required

4-year degree

How To Apply