Req #: 247569

Department: UW ADVANCEMENT

Appointing Department Web Address: https://www.washington.edu/advancement/careers/

Job Location Detail: Hybrid eligible - minimum of two days in the office per week

Posting Date: 07/03/2025

Closing Info: Closes On 07/10/2025

Salary: $5,834 - $6,408 per month

Shift: First Shift

Notes: 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. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academic-contract-covered-exempt-20250130-a11y.pdf)

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.

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 (https://www.washington.edu/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 ( https://www.washington.edu/advancement/ua-dei-visions-values-and-actions/) 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.

**Regional Development and Annual Philanthropy have an outstanding opportunity for an Advancement Services Officer. This is a full-time permanent position.**

The Advancement Services Officer oversees daily operations, including administrative duties for the Executive Directors of both the Regional and Annual Philanthropy teams. This position is responsible for planning, coordinating and reporting for the teams, as well as managing information flow between executive-level Advancement staff and acting as a liaison on behalf of the both teams with leadership and campus-wide colleagues. The Advancement Services Officer also communicates with donors about annual fund gifts, endowment agreements, event logistics, meetings and other details.

**What You Will Do:** **Fiscal Management (50%)**

- Review and reconcile all Procurement Card transactions on a weekly basis, ensuring that all necessary documentation has been received and that all transactions are within budget. - Manage all travel reimbursement for the Regional and Annual Philanthropy Development teams by processing expense reports. - Inform and advise staff regarding travel rules and regulations, as well as reimbursement requirements. - Oversee all other reimbursements and ensure they comply with the UW, State and Federal policies. - Maintain efficient and organized fiscal records in compliance with rules and regulations. - Track requests that come through work email, shared email, Workday and Microsoft Teams to ensure all requests are managed promptly.

**Office Administration (30%)**

- Serve as on-campus point-of-contact and liaison for the Regional and Annual Philanthropy Development teams. - Collect and distribute mail, coordinate package arrivals and distribution and promptly answer and triaging phone calls. - Manage the intranet and SharePoint sites, including timely updates and storage of materials. - Order, receive, track, organize and maintain inventory of office supplies and laptops. Maintain internal inventory tracking and travel documents in compliance with the UW, state and federal requirements.

**Event Planning (15%)**

- Coordinate scheduling of various meetings, room rentals, arranging travel and reimbursements and budgeting. - Organize and plan Regional Development and Annual Philanthropy events in partnership with others, including reserving conference rooms on the UW campus, ordering catering, and completing other event tasks. - Serve as the primary event planner for annual team-building events and employee engagement activities.

**Other duties (5%)**

- Project management support, as needed. - May be asked to assist with similar activities for peer development programs teams. - Other duties as assigned.

**MINIMUM REQUIREMENTS**

Bachelor's degree AND a minimum of two years of administrative experience.

**Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.** **What You Bring:**

- Professional business acumen with a demonstrated ability to maintain confidentiality. - Demonstrated creativity, organizational ability and strong attention to detail. - Ability to work independently, solve complex problems, take initiative, set priorities and handle multiple projects efficiently and effectively. - Proficiency in Microsoft Office for generating correspondence, special reports, spreadsheets and forms. - Proficiency with databases, financial programs and other software. - Must have regular and reliable transportation for local travel. - Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.

**What You Can Expect:**

- You will work in a collaborative, inclusive team environment that values diversity and belonging. - Hybrid work schedule of two days in the office per week based on team and business needs. - Workload and times may vary, including occasional evenings or weekends. - A cubicle or shared workspace environment that may result in higher noise levels and visual distractions.

**Application Process:** The application process 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 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 access 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.

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University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.