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Advancement Services Officer

4 months ago

Seattle, Washington, United States UW Medicine Advancement Full time

UW Medicine
Advancement has an excellent opportunity for an
Advancement Services Officer (Development Services Officer (E S 7))
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, 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:

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.