Advancement Services Officer

At UW Medicine, we work to improve health for all people through excellence in clinical, research, and education and training programs. As the only comprehensive clinical, research and learning health system in the five-state WWAMI (Washington, Wyoming, Alaska, Montana, Idaho) region, UW Medicine provides the most up-to-date care for each individual patient, leads one of the world’s largest and most comprehensive medical research programs, and provides innovative learning programs for students, trainees, and practitioners in the health professions.

The passionate, 77-person team at UW Medicine Advancement works collaboratively to connect donors with meaningful opportunities to enhance patient care, expand educational opportunities and advance research at UW Medicine. This inspiring, challenging and rewarding work provides team members an opportunity to grow their careers, while making a difference in people’s lives, in our community and around the world. In the 2023 fiscal year, UW Medicine Advancement raised $268 million in gifts and private grants (43 percent of the University of Washington’s total) from over 16,000 donors to support the mission of UW Medicine. You can find out more about UW Medicine Advancement’s priorities and office culture on our career website: https://give.uwmedicine.org/careers/.

The Advancement Services Officer (ASO) provides operational, administrative, research and project management to members of the UW Medicine Donor Relations team and the Senior Director of Philanthropy who collaborates closely with the Institute for Protein Design (IPD). The ASO will report to the Senior Director for Donor Relations.

This position is an integral part of the UW Medicine Donor Relations team, assisting with milestone giving recognition, the endowed appointment process, compliance tracking, gift processing and thanking, and special team projects to steward donors who make major gifts that support research and clinical care at UW Medicine and education at the UW School of Medicine. In addition, this position works in a fast-paced environment with many UW processes to follow, as well as complexities and ambiguity, assisting the Senior Director of Philanthropy (IPD), which creates new proteins that solve modern challenges in medicine, technology, and sustainability.

DUTIES AND RESPONSIBILITIES

Development Operations (30%)

• Routinely exercise independent judgment and decision-making skills, sets own work priorities, interprets policies, and provides direction, expertise, and assistance.
• Conduct and present research and recommendations to the team. This includes, but is not limited to, researching donors; researching school initiatives and background information; drafting or writing reports.
• Identify major gift leads through internal and external research.
• Coordinate print and mailing tasks; manage incoming mail that contains donor gifts.
• Prepare and submit procurement preapproval requests to purchase items and services from vendors and suppliers. Track invoices and blanket purchase orders, as needed. Work directly with vendors and suppliers regarding any inaccuracies.
• Assist with entering donor contact reports into UW’s proprietary CRM as requested.
• Pull weekly and monthly reports from Reportal database.
• Manage and oversee budget of Donor Relations team.
• Project manager for Donor Relations team tasks and activities.
• Manage donor recognition special projects as needed.
• Work in collaboration with the donor relations team, frontline fundraisers, and faculty members to coordinate endowed faculty appointment documentation and tracking.
• Serve as back-up gift processor.
• Support project management for new and existing administrative projects or other special projects that support UW Medicine Advancement operations, as assigned.

Event Coordination (20%)

• Work with team members, funders, and campus partners, including schools, departments, and colleges, to design, plan and execute high-level, focused donor and stakeholder events such as luncheons, dinners, receptions, site visits and trainings.
• Prepare invitations and track RSVPs. Locate, evaluate, and reserve event spaces. Identify, evaluate, and make contract arrangements. Manage event-related expenditures and budgets. Coordinate briefings and follow-up with attendees and participating staff.
• Assist the Donor Relations team with special projects, including but not limited to, milestone giving, thanksgiving flowers, holiday/birthday donor cards, coordinating donor football/basketball tickets.
• Assist the Donor Relations team with elevated stewardship projects such as donor videos, photobooks, kudoboards, and customized projects as needed.

Administration (30%)

• Calendar management and screening calls and requests for assigned leaders:
• Schedules meetings, appointments, conferences, interviews, retreats, and other team building meetings with staff. Secures briefings and materials for these engagements.
• Receives and screens meeting invitations.
• Makes independent judgments on possible solutions such as referrals to other staff members as appropriate.
• Drafts responses and provides replies based upon knowledge of the views and actions of leaders.
• Calendar management for other team members is focused on scheduling meetings that involved donors, faculty, or other stakeholders with complex schedules. Other team members typically schedule their own meetings.
• Prepare and submit travel and mileage reimbursement requests. Coordinate and make reservations for out-of-area travel of team members including hotel, air, ground transportation, and other associated travel planning.
• Schedule interviews and coordinate the onboarding program for new employees.
• Assist with correspondence, meeting minutes, PowerPoint and Excel materials for presentations, reports, and proposals for internal and external audiences. Draft and copyedit written materials.
• Collaborate with UW Medicine Advancement’s central administrative team to create and implement processes, efficiencies, and programs with the best interest of UW Medicine Advancement in mind.
• Coordinate with administrative team to ensure that main Advancement phone line and central office email addresses are covered and responses to callers and correspondence are timely and appropriate.

Leadership and Equity (10%)

• Effectively manage tactical and operational details with a strategic lens. Provide extreme confidentiality in sensitive donor activities.
• Seek professional growth in the field of fundraising and the processes behind it.
• Ensure an equity lens is applied to all discussions about issues in Donor Relations, IPD, and UW Medicine Advancement in general. Continually promote opportunities to re-examine existing and new practices with an equity lens.
• Build and maintain trusted relationships with internal partners (UW colleagues) and external partners (donors, alumni, vendors, and suppliers).

Other Duties as Assigned (10%)

MINIMUM REQUIREMENTS

• Bachelor’s degree AND a minimum of two years’ experience in administration, fundraising, events, community relations, marketing, higher education, or related fields.
• 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 strong proficiency with Microsoft Outlook, Word, Excel, PowerPoint, SharePoint and Teams for calendaring, correspondence, presentations, special reports, spreadsheets, etc. Comfort with learning new software.
• 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.
• Extraordinary oral and written 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 e-mail; willingness to take initiative; and experience in data management.
• Expertise in following administrative procedures and compliance requirements.
• Meticulous organizational skills; attention to accuracy, detail and thoroughness in completing assigned duties and responsibilities.
• High-level of diplomacy and tact.
• Self-motivated and focused. Maintains an eye for process improvement.
• Demonstrated ability to collaborate and work well with people throughout all levels of an organization.
• Strong, demonstrable commitment to fostering a diverse, equitable and inclusive work environment.
• Ability and desire to master new technologies.
• Equivalent education and/or experience may substitute for minimum requirements.

DESIRED QUALIFICATIONS

• Program management experience.
• Experience in any CRM system.
• Knowledge of development/advancement principles.
• Familiarity with University of Washington operations and/or higher education.

CONDITIONS OF EMPLOYMENT

• Cubical/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
• Able to work morning, evening, and weekend hours, when necessary, with notice.
• Hybrid-work eligible. Three days in the office, two days telework.
• Must be able to navigate event supplies across campus, throughout large buildings and manage set up.

• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance