Job Description

UW Medicine Advancement has an outstanding opportunity for an Advancement Coordinator. 

POSITION PURPOSE

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, 68-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 2021 fiscal year, UW Medicine Advancement raised $377 million in gifts and private grants (52 percent of the University of Washington’s total) from over 18,000 donors to support the mission of UW Medicine.

The Advancement Coordinator (Administrative Assistant 3) provides complex administrative support for the fundraisers at UW Medicine Advancement. 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.

This position has a primary worksite of UW Medicine’s South Lake Union campus in Seattle. A hybrid work arrangement may be available. Hybrid work means that remote work may be possible for a day or more per week, depending on business need, on an ongoing basis.

RESPONSIBILITIES

• 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 professionally 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 assigned.

MINIMUM QUALIFICATIONS

• High School/GED AND four years of office or administrative support experience OR equivalent education/experience.
• Ability to follow direction and work under pressure in an ambiguous environment with constant deadlines and changing priorities
• Knowledge of basic fundraising principles
• Must be able to demonstrate advanced skills and experience using Microsoft Office products, including the 2007 or 2010 versions of Outlook, Word, Excel, and PowerPoint
• Well organized and self-motivated, completing assignments within a specified time frame
• 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

PREFERRED QUALIFICATIONS

• Bachelor’s or Associate’s degree
• Familiarity with UW and/or 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 WPM

OTHER CONDITIONS OF EMPLOYMENT

• Ability to work occasional evenings and weekends for special events

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

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