Advancement Coordinator

Job Description

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement. Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support.  

The mission of the Development team is to facilitate private resources to enhance and protect the University’s reputation and support equitable community building and service. This starts with creating a culture of belonging within our organization that values the diverse experiences and expertise of our team members, allowing everyone to thrive and to contribute their unique talents as we strive to achieve our shared goals.

The College of Engineering has an exciting opening for an Advancement Coordinator (Program Coordinator (NE S SEIU 925 Non Supv)). This is a full-time, permanent position.

The Advancement Coordinator is an integral member of the College of Engineering's Advancement team, responsible for a variety of activities in support of senior leaders and the corporate and foundation fundraising, marketing communications, and advancement services teams. Reporting to the Executive Administrative Specialist, the Advancement Coordinator provides project management and executive-level administrative support for the College of Engineering (COE) fundraising processes and priorities.

What You Will Do

Corporate and Foundation Relations (CFR) (30%)

• Manage the Senior Director of Corporate and Foundation Relations' calendar, including complex scheduling with internal and external partners, meeting logistics, and prioritization of competing demands.
• Coordinate corporate visits, meetings, and events, including briefings, scheduling, communications, catering, and invoice processing and logistics.
• Organize and coordinate CFR team meetings, activities, and discussions.
• Lead process improvement initiatives that enhance CFR donor stewardship and the overall donor experience.
• Create reports, analyses, presentations, graphics, spreadsheets, and other stewardship materials.
• Coordinate hiring activities and support new employee onboarding and training.
• Maintain stewardship records, mailing lists, and outreach information in relevant databases, ensuring timely responses to inquiries.
• Provide exceptional customer service by responding to and routing donor and partner inquiries.
• Process corporate and foundation gifts accurately and efficiently.
• Provide administrative and project management support.

Marketing Communications (25%)

• Provide high-level calendaring and administrative support for the Senior Director of Marketing Communications and other directors as needed.
• Provide specialized support for the production and distribution of the College’s alumni magazine and peer newsletters.
• Collect, maintain, and update College of Engineering data and contact information to support institutional communications, including the College informational slide deck, Washington Engineer newsletter peer lists, and new faculty hire announcements.
• Schedule meetings and make room reservations, including monthly staff meetings and quarterly communicators workshops.
• Respond to and coordinate ad hoc COE meetings and events.

Strategic Initiatives & Campaign Operations (20%)

• Support Dean’s Advisory Board programming by coordinating meetings and events, managing meeting logistics and technical support, maintaining Board records, and website updates.
• Coordinate principal-level engagement events by managing attendee lists, preparing giving histories, drafting donor briefings, and producing meeting materials.
• Provide high-level calendaring and administrative support to the Senior Director of Strategic Initiatives and Campaign Operations.
• Partner with Campaign & Special Projects and Prospect Management teams to track fundraising data, prepare reports, analyze performance metrics, and support fundraising goals.
• Prepare donor research, coordinate appointments, and develop briefing and support materials for prospect engagement.

Stewardship and Donor Relations (20%)

• Run and review the weekly gift reports and prepare acknowledgment letters for fundraisers.
• Design, produce, and edit donor stewardship materials.
• Review and edit a high volume of student thank-you letters.
• Provide project management support for the annual Scholar-Donor Luncheon and other stewardship events.
• Assist with holiday card mailing list management.

Other duties as assigned (5%)
 

Required Qualifications 

To be considered for this opportunity, your application must demonstrate that you meet the minimum qualifications and additional qualifications listed below. Equivalent education and/or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and/or registration.

Minimum Qualifications

Applicants who do not meet these qualifications will not be forwarded to the Hiring Department.

High school diploma or equivalent AND two years of office or administrative support experience. 

Preferred Qualifications

• Proficiency with Microsoft Office Suite for correspondence, special reports, spreadsheets, databases, forms, etc. 
• Demonstrated ability to manage a variety of tasks and partner with a wide range of stakeholders. 
• Demonstrated creativity, project management skills, organizational ability, and attention to detail. 
• Strong interpersonal skills, including the ability to exercise sound judgment and tact in managing relationships with donors, alumni, and external partners.
• Proven ability to work well independently and as a member of a team.
• Previous development or fundraising office experience. 
• Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.     

What You Can Expect

• This position is a contract-classified role under the Service Employees International Union 925 (https://hr.uw.edu/labor/staff-unions/seiu-925/contract).
• Hybrid-work schedule with three days in the office and two days eligible for telework per week.
• Cubicle/open workspace environment that may result in higher noise levels and visual distractions.
• Must have access to reliable transportation for local travel and be willing to travel when necessary.

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Compensation, Benefits and Position Details

Pay Range Minimum:

Pay Range Maximum:

Other Compensation:

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Temporary or Regular?

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About the UW 

Working at the University of Washington provides a unique opportunity to change lives – on our campuses, in our state and around the world.  

UW employees bring their boundless energy, creative problem-solving skills and dedication to building stronger minds and a healthier world. In return, they enjoy outstanding benefits, opportunities for professional growth and the chance to work in an environment known for its diversity, intellectual excitement, artistic pursuits and natural beauty. 

Our Commitment 

The University of Washington is committed to fostering an inclusive, respectful and welcoming community for all. As an equal opportunity employer, the University considers applicants for employment without regard to race, color, creed, religion, national origin, citizenship, sex, pregnancy, age, marital status, sexual orientation, gender identity or expression, genetic information, disability, or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 or dso@uw.edu. 

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.