Administrative Services Assistant

University Of Washington Seattle , WA 98113

Posted 5 months ago

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 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 five consecutive years.

University Advancement, School of Law, has an outstanding opportunity for an Administrative Services Assistant.

The Administrative Services Assistant is responsible for providing administrative and project assistance to members of the UW Law Advancement Team. Reporting to the Assistant Dean for Advancement, this position supports the Assistant Dean and Major Gift Officers (MGOs) as they work with academic leaders, volunteers, and other development staff in the identification, cultivation and solicitation of major gift prospects.

Duties and Responsibilities

Administrative Support

Assist the Assistant Dean for Advancement through scheduling, recording attendance, and coordinating logistics for internal and external meetings. Draft agendas and materials, prepare and disseminate meeting notes, and track assignments. Archive meeting materials as needed.

Provide routine office management. Order and track office supplies for the Advancement team.

Sort and distribute campus mail daily. Serve as primary point of contact between Advancement team and facilities, purchasing, and other offices. Maintain rosters and procedure manuals.

Work with the Assistant Dean to coordinate hiring processes, correspond with new hires, and provide orientation and training materials.

Maintain filing system for the storage of both electronic and hard copy materials. Ensure the accurate and timely storage of materials received.

Provide telephone coverage and appropriately direct calls to the Advancement team. Independently respond to callers and respond substantially to questions.

Make travel arrangements and reservations for the Assistant Dean for Advancement, Advancement team, and guest faculty. Assemble itineraries that include donor briefings, directions, and contact information.

Provide additional support specific to Advancement in areas such as drafting reports, proposals, annual giving letters, and endowment agreements; and performing other communication tasks related to the cultivation, solicitation, and stewardship of UW Law donors and prospects.

Program Coordination

Maintain UW Law prospect portfolios for the Assistant Dean and assigned MGOs, using the Advance relational database. This includes maintaining biographical and portfolio information, customizing and auditing reports, entering contact activity, tracking donor strategies, updating ratings, and coordinating multi-unit prospect discussions.

Assist central Advancement Services with preparing regular and ad hoc reports about prospects and donors. Use databases to develop recommendations for the Assistant Dean and MGOs to develop targeted marketing and fundraising strategic plans.

Update procedures to ensure consistency and transparency in data collection, analysis, organization, and presentation.

Financial & Records Management

Verify and process fiscal documents and/or financial records. Provide timely submission of expenses and track accordingly.

Manage and reconcile monthly the Assistant Dean's University Procurement card accounts and those related to the Advancement team.

Process reimbursements and collect necessary documentation per University policy.

Other Duties as Assigned

Supervision Received

This position reports to the Assistant Dean for Advancement.

Supervision Exercised

This position does not perform supervisor or lead duties.

Key Competencies


Effective communications: Expresses oneself clearly and empathetically in interactions with others in all forms of communication, i.e., verbal and written, one-on-one and group, etc.

Interpersonal Awareness: Builds and maintains positive relationships and actively contributes as a member of working teams to achieve results.

Professional Credibility: Takes responsibility for meeting goals, objectives, obligations, and solving problems while representing the mission, vision and values of the organization.

Critical Thinking: Obtains, analyzes and evaluates information effectively in the face of ambiguity. Makes appropriate decisions based on relevant information and experience.

Ethics and Trust: Models and upholds the values of candor, openness, inclusiveness and honesty despite internal and external pressures. Acts consistently with Washington State ethical guidelines and organizational core values and beliefs.

Valuing Diversity & Inclusiveness: Respects, values and contributes to the UW's commitment to inclusiveness and diversity.


High school graduation/GED and two years of progressively responsible experience in office or general administrative or related field. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute.

Additional Skill Requirements :

Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc. Ability to learn Advance database system and other proprietary software products.

Previous advancement and fundraising or non-profit experience.

Ability to function in a collegial team atmosphere.

Extremely detail oriented and thorough; ability to meet deadlines within a tight timeline.

Ability to work independently, problem solve, take initiative, set priorities and handle multiple projects efficiently and effectively. Takes responsibility and initiative to set goals, objectives, and obligations while representing the mission, visions, and values of the organizations.

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

Desired Qualifications

Bachelor's degree.

Familiarity with the University of Washington.

Experience in administering and coordinating the activities of multiple parties, preferably in a higher education or comparably complex setting.

Experience providing executive level administrative support, preferably in a higher education setting.

Knowledge of the integrated advancement model. Knowledge of alumni relations/development/advancement principles.

Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE.

Conditions of Employment

Cubicle/open workspace environment, which may result in additional or higher levels of noise and visual distractions.

Occasionally attend and staff Advancement events.

Ability to lift/move 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.

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, 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.

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Administrative Services Assistant

University Of Washington