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.
The College of Built Environments – Advancement has an outstanding opportunity for a full-time Advancement Services Officer.
Reporting to the Assistant Director, Advancement Services, the Advancement Services Officer leads the strategic creation, management, implementation, and evaluation of a variety of activities that are critical to building enhanced public awareness, advocacy, and private support for the College of Built Environments (CBE). These activities include large-scale dinners, broad-based engagement events, private dinners, receptions, public lectures, and meetings. The Advancement Services Officer will also lend their expertise to provide administrative support to the Assistant Dean for Advancement & External Relations and the broader CBE Advancement team.
Duties and Responsibilities
The Advancement Services Officer will use their expertise to design experiences that will broaden community awareness of CBE, cultivate donors, and further strategic fundraising goals. To facilitate these experiences the ASO will:
In coordination with the Assistant Director, Advancement Services, create, implement, manage, and evaluate events
Manage event logistics such as tracking events in CRM, reserving venues, overseeing vendors, obtaining photo release forms, and coordinating volunteers
Develop run of shows and schedule rehearsals
Maintain guest lists and facilitate guest accommodations such as parking, dietary, and accessibility needs
Coordinate with the Marketing and Communications team to develop event related materials and publications
Design, implement, and analyze event evaluations
Create event budgets that effectively utilize CBE funds
Track and authorize event expenditures
Maintain list of reliable vendors to include caterers, designers, printers, photographers, and decorators
Draft annual report that details yearly events and recommendations for improvement
Provide event planning expertise and information to Dean’s Office staff for other CBE events
Maintain an accurate and up-to-date calendar of CBE special events
Attend quarterly Events Network meetings.
Coordinate with fellow Advancement team members to achieve goals and ensure process efficiencies as appropriate.
General Administrative (20%)
Provide executive level support to Assistant Dean for Advancement which includes calendar management, conducting research, preparing written proposals and providing informational materials needed to increase donor involvement or to secure private gifts and grants
Coordinate meetings on behalf of the entire Advancement Team as necessary
Take meeting minutes and ensure that follow-up and action items are addressed
Draft meeting agendas, create speaking points, and compile and prepare all collateral
Support in onboarding other Advancement staff as well as colleagues across the college who will serve as partners to Advancement
Building out Policies & Procedures/Best Practices, creating guides/manuals for specific job tasks
Maintain inventory & supply orders
Assist with office/team facilities-related requests on an as-needed basis
Provide support for incoming gifts from organizations that have their own specific giving protocols
Coordinate with Assistant Director, Advancement Services regarding donor stewardship and thank you letters
Other duties assigned (5%)
Provide support on and/or lead other projects as assigned
Core Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc. Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results. Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization. Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience. Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs. Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW’s commitment to inclusiveness and diversity.
Functional Expertise Organizational Acumen: Able to size up a situation, balance reason and the interest of others, and act in a decisive, timely and appropriate manner that is congruent with the organization's values, goals and mission to achieve success. Innovation Management: Able to anticipate market trends and be effective in facilitating and managing creative processes to achieve results in self and others. Planning & Implementing: Ability to develop strategies, measures for success and feasible timelines for successful project implementation and execution. Managing Conflict: Recognizes and addresses conflicts and disagreements in a safe and respectful environment, manages conflicts collaboratively, and builds consensus with the best interests.
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.
Bachelor's degree and at least two years of experience in event planning, community relations, marketing or related field. Equivalent education and/or experience may substitute for minimum requirements.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Familiarity with best practices in event planning and a strong focus on volunteer management including engagement and relationship building.
Experience with virtual programs and platforms to carry out events and other job duties.
Ability to meet deadlines in a fast-paced, complex environment with frequently changing priorities.
Ability to create reports, spreadsheets, presentations, and publications with standard office software.
Skilled written and verbal communicator focused on customer service, building professional relationships, and engaging with diverse audiences.
Ability to work independently and as a part of a team to solve problems, take initiative, set priorities and handle multiple projects efficiently and effectively.
Demonstrated intrinsic sense of program ownership to create and meet the goals, objectives and obligations representative of the mission, visions and values of the organization.
Demonstrated creativity, organizational ability, and strong attention to detail.
Ability to make decisions in ambiguous situations, exercise reasoned judgment based on information and analysis.
Demonstrated ability to maintain confidence and protect confidential information.
Interest in higher education and the mission of the College of Built Environments
Knowledge of alumni relations/development/advancement and/or non-profit principles
CONDITIONS OF EMPLOYMENT
Cubicle/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
Ability to work evening and weekend hours, as necessary, on short or limited notice.
Must have regular and reliable transportation for local travel and willing to travel when necessary.
Ability to work greater than a 10 hour day.
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 assessments may include Workforce 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.