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 five consecutive years. The School of Medicine Advancement Office has an outstanding opportunity for an Administrative Assistant 3 to provide complex administrative support for UW Medicine Advancement. The fundraisers have responsibility for raising gifts in excess of $100,000 with a focus on those individuals with potential of $1 million or more, and are responsible for helping UW Medicine meet its campaign goal. This position requires an individual who can continually and independently balance and prioritize the needs of staff who are ambitiously working to meet UW Medicine's fundraising goals. The successful candidate must independently perform administrative work and coordinate special projects as needed. He or she will serve as an informed resource for faculty and staff, as well as for donors, volunteers and alumni, many of whom are senior business and philanthropic leaders within the community, across the country, and globally. The ability to multi-task and professionally handle highly confidential matters is critical to this position.Responsibilities include:*Provide advanced, comprehensive administrative support for advancement staff that are responsible for ambitious fundraising and program goals.*Draft correspondence, memos, proposals, reports, and presentation materials; ensure conformance to policy and style standards; proofread outgoing correspondence for procedural, grammatical, and factual accuracy; call all deviations and inaccuracies to the attention of the writer; independently draft replies to general inquiries not requiring a technical knowledge of the funds in question*Maintain regularly changing and complex calendars using Microsoft Outlook.*Coordinate and schedule meetings with staff, faculty, volunteers, and donors; schedule meeting venues and make catering arrangements; take meeting minutes. The schedules will involve interacting professional and with discretion with high-level donors, community leaders, and busy faculty and researchers.*Attend and prepare agendas for weekly meetings with staff*Oversee travel arrangements and conference registrations; coordinate and book travel online or through a travel agent; process accurate and timely travel and office-wide mileage expense reimbursements. Travel will involve international trips and the successful candidate will be expected to understand how to handle social norms different from ours.*Administer basic events such as donor lunch or dinner meetings, including preparing written invitations, responsibility for catering and parking arrangements and attending to housekeeping details during these events to allow the fundraisers to concentrate on relationship building with the attendees.*Screen calls and answer questions, sometimes performing minimal research or requiring basic fundraising and gift processing knowledge; transfer or conference calls as appropriate.*Collect, read, and screen incoming correspondence, memos, reports, etc.; prioritize mail and make note of anything requiring action.*Using Advance and ReportWriter, run reports and data queries and compile and maintain complex data lists for fundraising projects; ensure accuracy of information and timely updating. Reports will incorporate donor names and giving amounts, length of time giving and other critical details that must be presented accurately. The ability to handle this information with confidentiality and discretion is an essential component of this job.*Follow office filing procedures to maintain and organize office records and files; oversee basic office operations including keeping inventory of office supplies and processing supplies orders*Assist staff in developing project-based budget forecasts and reports covering events with donors and prospective donors.*In the absence of the supervisor, respond to inquiries and requests for assistance from Associate Vice Presidents, Assistant Vice Presidents and/or other UW Medicine Advancement executive staff*Other duties as assignedRequirements include:*High School/GED AND four years of office or administrative support experience OR equivalent education/experience.Additional requirements include:*Ability to follow direction and work under pressure in an ambiguous environment with constant deadlines and changing priorities*Knowledge of basic fundraising principles*Well-organized and self-motivated, completing assignments within a specified timeframe*Attention to detail and accuracy; correct grammar and spelling*Strong interpersonal skills and ability to communicate effectively in person, in writing, through email, and by telephone*Congenial and professional with staff, faculty, volunteers, and donors*Ability to exercise independent judgment*Ability to handle highly confidential, sensitive issues with diplomacy and discretion*Must be able to demonstrate advanced skills and experience using Microsoft Office products, including the 2007 or 2010 versions of Outlook, Word, Excel, and PowerPointEquivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.Desired:*Bachelor's or Associate's degree*Familiarity with UW Medicine*Extensive experience with UW travel and expense reimbursement processing policies, procedures, and software, Ariba*Experience working in advancement*Experience working in a non-profit fundraising environment*Experience interacting with high-level faculty, volunteers, donors, and staff in an appropriate and professional manner*Experience providing support for high-level special events*Experience with Advance and ReportWriter fundraising software*Experience with Microsoft Access*Minimum typing speed of 50 WPMConditions of Employment:*Ability to work occasional evenings and weekends.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.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 may include Work 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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.