Advancement Services Officer

UW Medicine Advancement has an excellent opportunity for an Advancement Services Officer to join their team.

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, 86-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 2025 fiscal year, UW Medicine Advancement raised $382 million in gifts and private grants (44 percent of the University of Washington’s total) from over 30,000 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 administrative and project assistance to the Senior Director for Philanthropy who collaborates closely with the Institute for Protein Design (IPD) and two Senior Directors for Philanthropy who collaborate closely with neurosciences, and these leaders’ teams. The ASO will report to the Senior Director for Philanthropy supporting IPD. Supported leaders and teams may change as business needs evolve.

This position will be an integral part of these UW Medicine Advancement teams, assisting with communication with donors and faculty, project management of proposals and stewardship reports, gift acknowledgements, donor records management, and compliance. In addition, this position provides dedicated project management for these teams to prepare meeting briefings, lead donor research and prepare fact books, lead acknowledgement and stewardship, and manage correspondence with donors and partners to UW Medicine.

This role requires the ability to navigate a fast-paced environment with complexity and ambiguity. This position manages relationships with diverse stakeholders, including UW Medicine leaders, faculty, donors, and campus partners.

This position has a dotted-line reporting to a Senior Administrative Specialist who serves as a professional mentor.

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.
• Project manage team tasks and activities, including retreats and leading team building.
• Manage donor acknowledgment and stewardship to highlight impact of major gifts. Collaborate with the Donor Relations team, as needed.
• Prepare and lead grants CRM materials including gift documentation, reporting deadlines, and other information.
• Research donors and prepare fact books and bio notes to brief fundraisers for meetings and events engaging UW donors.
• Provide project management support to fundraisers, coordinating communications, preparing meeting materials, and ensuring timely follow-up to advance donor cultivation and campaign goals.
• Support project management for new and existing administrative projects or other special projects that support UW Medicine Advancement operations, as assigned.
• Manage donor and prospect tracking for the Institute for Protein Design (IPD) fundraising team, including data entry, reporting, and task operationalization across Tandem, MyIPD, and the IPD Master List.
• Pull weekly and monthly reports from UW’s Reportal donor database as requested.
• Assist with entering donor contact reports into UW’s proprietary CRM as requested. Operationalize print and mailing tasks with in-house and external vendors.
• Prepare and submit procurement preapproval requests to purchase items and services from vendors and suppliers. Track invoices and blanket purchase orders, as needed.
• Collaborate with UW Medicine Advancement’s central administrative team to streamline processes and improve operational efficiencies.
• Proactively identify and implement process improvements in advancement operations.

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.
  • Make independent judgments on possible solutions such as referrals to other staff members as appropriate.
  • Drafts responses and provide replies based upon knowledge of the views and actions of leaders.
• Calendar management for other team members is focused on scheduling meetings that involve donors, faculty, or other stakeholders with complex schedules. Other team members typically schedule their own meetings.
• Prepare meeting briefings, minutes, and other correspondence with meeting attendees.
• 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.
• Work collaboratively with the dotted-line manager, Senior Administrative Specialist, to support talent management and human resources. Recommend and implement process improvements in these areas.
• 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.

Event Coordination (20%)

• Work with team members, funders and campus partners, including schools, departments and colleges, to create high-level, focused events such as luncheons, dinners, lab tours, 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.
• Coordinate briefings and follow-up with attendees and participating staff.
• Support ad hoc requests from the Special Events Team including resource management for onsite and on-campus events and serving as a subject matter expert for the team to navigate compliance and policies affecting events.

Leadership and Equity (10%)

• 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 related to the team fundraising areas and UW Medicine Advancement in general. Continually promote opportunities to re-examine existing and new practices with an equity lens.
• Serve as a trusted operational partner for internal and external stakeholders, ensuring seamless coordination between teams.
• Build and maintain trusted relationships with internal partners (UW colleagues) and external partners (donors, alumni, vendors and suppliers).
• Effectively manage tactical and operational details with a strategic lens.

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 combination of education and experience from which comparable knowledge and skills have been acquired may substitute for a degree.

ADDITIONAL REQUIREMENTS

• Aligns with UW Medicine's Executive Order 81 Prohibiting Discrimination, Harassment, and Sexual Misconduct. Is committed to building and sustaining a community in which all employees achieve the knowledge, skills and attitudes that value and embrace inclusiveness, equity and awareness to unleash creativity and innovation.
• UW Medicine employees are expected conduct themselves in a professional manner in accordance with UW Medicine Policy on Professional Conduct. An assessment of professionalism is a factor considered in performance reviews, salary adjustments and promotion.
• 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.

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

Application Process:

A cover letter is required for this position and must be attached with your application for your application to be considered. In your cover letter please address your experience engaging and working with diverse communities – particularly in the context of your professional, volunteer, or civic work. Please also address efforts you have made or been involved with to foster competence and understanding.

For information about benefits for this position, visit https://www.washington.edu/jobs/benefits-for-uw-staff/.