Job Description

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.

UW Medicine Advancement has an excellent opportunity for a Senior Administrative Specialist.

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.

UW Medicine Advancement has an excellent opportunity for a Senior Administrative Specialist that provides direct and far-reaching support as a trusted partner to two leaders at UW Medicine Advancement and their teams:

• The Assistant Vice President for Strategic Planning, Operations, and Engagement (Assistant VP), and
• The Director for Donor Relations (Director) and the Donor Relations Team (DR Team).

The Senior Administrative Specialist provides senior-level administrative support in a confidential and professional manner, exercising independent judgment and discretion. This position is responsible for a broad range of duties including, but not limited to: executive communications, special project coordination, executive scheduling and briefing, and managing other administrative functions.

The Senior Administrative Specialist must have the ability to work in a fast-paced environment with many complexities and ambiguity. The Senior Administrative Specialist manages relationships with internal and external stakeholders including other unit leadership, UW Administrators, UW Medicine faculty, donors, and other campus partners.

This position has a primary worksite at 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

Operations Administration (30%):
Administrative duties include coordinating with the unit’s administrative team and acting as liaison for UW Medicine Advancement with other offices both in University Advancement and UW Medicine.

• Serve as liaison with Dean of the School of Medicine’s Office, departments within the School of Medicine, faculty and staff at affiliated hospitals including UW Medical Center – Montlake, UW Medical Center – Northwest, Harborview Medical Center, and Valley Medical Center, University Advancement, high-level volunteer groups, major donors, and other external audiences.
• Routinely exercise independent judgment and decision-making skills, set own work priorities, interpret policies, and provide direction, expertise, and assistance.
• Independently evaluate and take action on requests that affect the UW Medicine Advancement office while recognizing strategic priorities and when to escalate.
• Develop an intake system to both respond to and facilitate triaging of requests to the appropriate team member for a wide variety of gift acceptance, fund management, stewardship, compliance and technical support questions.
• Assist with the assessment of the support staff needs for UW Medicine Advancement office and with the hiring and training of permanent, temporary and student employees. Promote teamwork and professionalism.
• Coordinate with administrative team to ensure that main Advancement phone line is covered and responses to callers are timely and appropriate.
• Prepare petty cash reimbursements, mileage claims and travel expense reimbursements for the Assistant VP, Director, and the Donor Relations team.
• When requested, provide administrative support to the Chief Advancement Officer, the Associate Vice Presidents, or other Assistant Vice Presidents in the absence of their Executive Assistant and Advancement Specialist.
• When requested, work with the Director of Finance and Administration regarding confidential personnel, payroll and budget issues, including recruitment, leave requests, temporary and permanent salary increases and funding requests.
• Pull weekly and monthly reports from a variety of sources, including but not limited to Advancement CRM, reporting tools, Access databases, and data warehouses, as requested.
• Assist with entering donor contact reports are entered into the CRM as requested.

Complex Scheduling and Administrative Support (50%):
• Calendar management
o Schedule meetings, appointments, conferences, interviews and informal get-togethers with staff. Secure briefings and materials for these engagements.
o Schedule donor visits, gather all necessary materials, and ensure that the donor has directions, parking instructions, and is met at the reception desk. Set up meeting rooms for attendees.
o Maintain list of assistants for executives, faculty, UW colleagues and donors as contacts.
o Receive and screen meeting invitations.
o Provide lead support for monthly frontline fundraiser meeting.
• Screen telephone calls and incoming requests.
o Make independent judgments on possible solutions such as referrals to other staff members as appropriate.
o Draft responses and provide replies based upon knowledge of the views and actions of the Assistant VP, Director, and Donor Relations Team.
• Assist with correspondence, PowerPoint and Excel materials to support presentations, reports and proposals for internal and external audiences.
o Provide copyediting for all written materials.

Event Coordination and Special Projects (20%):
• Work with Executive Assistant and Advancement Specialist in planning for all-staff events such as retreats and recognition events.
o Contact speakers, coordinate with vendors.
o Coordinate venue, food, A/V, set-up, clean-up (events staff may provide advice/assistance).
• Assist with special projects as needed.
• Provide administrative support for high-level fundraising volunteer committees.
o Provide information on advancement policies and philanthropy issues for internal and external audiences.
• Coordinate agenda items and discussion documents/PowerPoints for various internal recurring meetings (for example, Principal Giving Prospects (PGP) monthly meetings and Frontline Fundraiser (FLF) monthly meetings), take minutes, and track all information from these meetings for historical purposes.
• Assist with A/V set-up for hybrid meetings and in-person meetings.
• Facilitate donor recognition and stewardship activities as needed, which may include editing stewardship communications, interviewing beneficiaries of support, working with vendors to create stewardship materials, etc.
• Track ongoing compliance reviews, facilitate and document next steps and document resolutions.

MINIMUM REQUIREMENTS
• Bachelor of Arts degree in any field and four or more years of progressively responsible experience in an administrative office environment.
• Four or more years of experience providing direct support of an executive, senior administrator, or lead faculty member.

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.
• Works to resolve conflicts and differences through dialog and open communication in a timely manner. Sees every difference as an opportunity for growth and change.
• Strong interpersonal skills and customer service orientation. Poised, professional manner and the ability to communicate clearly, directly and empathetically in all interactions: verbal and written communications, one-on-one conversations and in groups, etc.
• Demonstrated ability to proactively and skillfully engage others in ways that help resolve differences, manage conflicts and build consensus, all with the best interests of the organization in mind.
• Demonstrated project management with creativity, organizational ability, empathy and strong attention to detail. Ability to manage emerging priorities and varying project timelines.
• Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.
• Demonstrated ability to maintain confidences and protect confidential information.
• Ability to act in a selfless manner and model ethical values of UW Medicine.
• Values the UW’s commitment to inclusiveness. Demonstrates respect and commitment to diversity.

Equivalent education and/or experience may substitute for minimum requirements.

DESIRED REQUIREMENTS
• Program management experience.
• Knowledge of development/advancement principles.
• Experience with UW travel, purchasing, budget and timekeeping systems and policies.
• Experience working with complex CRMs
• Experience with Microsoft Access and manipulating complex data sets.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 60,000 - 80,000.

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