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Req #:


Job Location:
UW Bothell

Posting Date:

Closing Info:
Closes On 03/07/2018


Union Position:

This classification is governed by a negotiated labor contract and is subject to union shop provisions.
For more information about union shop provisions, visit Union Information

First Shift

As a UW employee, you will enjoy generous benefits and work/life programs.

For detailed information on Benefits for this position, click here.

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. All of which has allowed the UW to be nationally recognized as a ?Great College to Work For? for four consecutive years.

The University of Washington Bothell is one of the most dynamic public universities in the state of Washington. We offer a participatory student experience grounded in hands-on learning, close relationships with faculty members as teachers and mentors, and the personalized support of staff who are dedicated to student success. The academic work of the campus focuses on cross-disciplinary research and creative practice, connected learning, and community engagement. UW Bothell?s current enrollment is approximately 5,500 students. More than 90 percent of undergraduates are from Washington State, and approximately half are first-generation college attendees or come from underrepresented groups. Located along wetlands and a river north of Seattle, UW Bothell builds vibrant regional partnerships, creates and disseminates new knowledge, and prepares students for leadership throughout Washington and beyond.

Diversity is a core value of University of WA Bothell. We believe the power of diversity enriches all of us by exposing us to a range of ways to understand and engage with the world, identify challenges, and to discover, design and deliver solutions. To learn more, read our Diversity Statement.

UW Bothell?s Office of Advancement must respond to the rapid pace of change at the campus and in the larger university. The campus has grown tremendously in the past five years. We are going into the final phase of a multi-million dollar campaign increasing the need for donor support with the growth of the donor pool over the campaign life cycle. Additionally, the campus is also anticipating major capital project expansion, with a science and technology building (UW-4) in pre-design; this will add a new $20 million initiative that will go beyond the campaign end date.

Building stronger donor relations to UW Advancements efforts around stewardship which will result in stronger relationships between alumni, key volunteers, friends of the UW, and donors to build relationships and gift prospects. Activities associated with this position involve extensive direct contact with the campus' diverse internal and external audiences. This position also builds meaningful relationships with alumni, donors and friends of the University in relationship to future fundraising and cultivation.

UW Bothell, Office of Advancement, has an outstanding opportunity for a Volunteer and Donor Services Coordinator (Program Coordinator).

Reporting to the Assistant Director for Donor Services, the Volunteer and Donor Services Coordinator will support the functions of the Office of Advancement and External Relations at UW Bothell. This position is responsible for the coordination of gift acceptance and gift acceptance policies at UW Bothell, stewardship delivery and volunteer coordination within the UW Bothell Advancement Office. Duties include daily interaction with donors and volunteers, and supporting the Assistant Director for Donor Services in the management of gift processing, gift budget creation and compliance, gift acknowledgement, and impact reporting, and other Advancement Service duties. This position must collaborate and work closely with Advancement team members as well as campus, school, program, and unit staff to integrate fundraising strategies for various programs in the college into cohesive programs that fit into the larger fundraising efforts for the campus and the university. A large amount of collaboration and consensus building is needed in bring together conflicting needs and goals of individuals and groups to create a unified program. High-quality work is required under tight timelines.

Additionally, this position will manage the programming and stewardship of volunteer committees and advisory boards for the UW Bothell campus. This position will be responsible for inviting guests, working with academic leadership to develop programming and agendas, special event planning and production, and other functions necessary to ensure a quality volunteer experience and effective board(s).

Volunteer Coordination:
This position will be responsible for coordination and day-to-day interaction of UW Bothell?s most engaged and high profile volunteers. This work will include:

  • Serve as the primary contact for all correspondence with board members and volunteers;
  • Create annual calendar of meetings and schedule ad hoc meetings for the Campus Advisory Board, School of Business Advisory Board, School of STEM Advisory Board, School of Educational Studies Advisory Board and the Campus Campaign Committee;
  • Facilitate the logistics of board meetings to include: Develop program and agendas with appropriate senior leadership; oversee event planning to include identifying and recruiting program speakers, catering, room reservations, audio visual components and meeting materials;
  • Ensure recorded minutes and proper administrative support is provided to support senior leadership and volunteers in all board meetings;
  • Responsible for all post meeting follow-up, evaluation and ensure that there is appropriate post-event communication strategies;
  • Select and recommend courses of actions regarding stewardship, recognition and relationship development strategies for all volunteers;
Gift Services and Stewardship:
Under the supervision of the Assistant Director for Donor Services, this position will implement regular gift services processes and annual stewardship activities, including:

  • Gift Acceptance ? monitor, initiate and maintain the timely processing and accurate record keeping for all incoming UW Bothell gifts and sponsorships, ensure fund allocation into designated gift budgets;
  • Gift Acknowledgements ? develop and regularly refresh appropriate acknowledgement templates for each gift type and area; assign and track acknowledgement activities using project management systems;
  • Gift Budget Management ? maintain compliance of UW Bothell gift budgets; initiate creating new gift budgets as necessary;
  • Advance Database Maintenance ? work with fundraisers to ensure database is being properly maintained and updated to track engagement activities and to support annual stewardship and alumni engagement plan and goals.
Stewardship & Fundraising Events:
In coordination with the Assistant Director for Donor Services and Associate Vice Chancellor for Advancement, this position will support strategic Advancement events, including:

  • Stewardship Events ? plan and implement annual stewardship and recognition events, as well as individual dinners, luncheons, meetings and other activities appropriate to the specific needs of the donors/volunteers.
  • Responsible for event logistics including but not limited to: securing venue; assist with negotiation and administering contracts pursuant to UW guidelines, hiring vendors, overseeing delegation of responsibilities with onsite event staff and volunteers, and other logistics needs as required;
  • Responsible for all CVENT registration processes, including developing event invitation lists, creating registration portals, partnering with UW Foundation to receive and process revenue generated by event ticket sales;
  • Responsible for communications and guest inquiries pre- and post-event to ensure an excellent guest experience;
  • Use reporting tools to track event progress and RSVPs, provide regular updates to Advancement staff, and record guest attendance in Advance database;
  • Provide event follow-up and reconciliation of revenue and/or expenses.
Other Duties:
  • Back-up administrative support for the office of Advancement & External Relations, such as developing presentations and materials for meetings, data reporting and website updates.
  • Logistical support of campus Advisory Board meetings, including creation and distribution of board packets and materials, updating volunteer board rosters on website and in internal databases, sending board members scheduled and ad hoc communication, maintaining the accuracy of board documents, and recording detailed Advisory Board meeting notes.
High School graduation or equivalent AND two years of experience in an advancement environment to include event planning and fundraising OR equivalent education/experience.

Strong interpersonal skills and customer service, professional manner with the ability to express oneself clearly and empathetically in interactions with others in all forms of communications, verbal and written, one-on-one and group, etc.; ability to communicate in a direct and professional manner that engages dialog in a manner that resolves differences.

Demonstrated ability to build and maintain positive relationships and actively contributes as a member of working teams to achieve results.

Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively.

Demonstrated creativity, organizational ability, and strong attention to detail. Ability to exercise good judgment based on information and analysis in a fast pace, dynamic, deadline drive environment in an organized and professional manner.

Demonstrated ability to maintain confidences and protect confidential information; acts in a selfless manner and models ethical values of the UW.

Ability to work with a diverse constituency.

Strong computer skills, especially Microsoft Word, Excel and PowerPoint. Experience with fundraising database software.

Strong written and verbal communication skills.

Experience in higher education or non-profit setting

Conditions of Employment:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check

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 Work Authorization, Criminal Conviction History, 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.

The University of Washington is a leader in environmental stewardship & sustainability , and committed to becoming climate neutral.

The University of Washington is an equal opportunity, affirmative action employer.
To request disability accommodation in the application process, contact the Disability Services Office at 206-543-6450 / 206-543-6452 (tty) or .

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