Sr. Advancement Assistant for Events
FLSA Status: Nonexempt
Months Per Year: 12
Hours Per Week: 37.5
Events Communications and Data Tracking 60%
prospective donors. This work includes preparing communications timelines, requesting mailing and email lists, creating Raisers Edge queries, messages, and coordinating invitation and stewardship mailings.
programs, power point displays, flyers, agendas and meeting materials, signs, wrap reports, etc.
stewardship related activity and correspondence
systems used to register guests including Greater Giving, Net Community, and similar systems.
event related appeals for UA events.
event module and works to outline processes and trainings to ensure data integrity. Manages event RSVP tracking and registration data entry with university databases for 40+ (annually) UA events.
administration and staff members. Prepares and distributes correspondence with registered guests and donors to keep them informed as to pertinent event details.
Signature Events Planning & Coordination 20%
signature university events portfolio established each year. Events include, though are not limited to: SU Gala, Costco Scholarship Fund Breakfast, series of President's Conversations/house parties, SU Scholarship Luncheon, President's Report and Wine Tasting, cultivation and stewardship events.
coordinates catering requests, and arranges logistical details with various on and off campus vendors.
Coordinates pre- and post-event logistics and implements plans according to production schedules.
Provides support to UA division in regard to event protocols in maintaining records and guest
management in Raiser's Edge. Updates and maintains university events calendars
both internal to UA division and facilitates the representation of UA events on university wide calendars, websites, social media, etc.
materials available for use. Updates website outlining how to utilize these
resources as needed. Maintain donor relations supplies closet (letterhead, envelopes, labels, name badges, etc).
Advancement Events Team Support -20%
This work involves preparing contracts for review, tracking contract deadlines,
preparing, monitoring and updating individual event project budget documents, and processing payment requests relating to stewardship projects for the donor relations team.
unit's cost center tracking is up to date and complete.
reconciles individual event budget projections for the team.
Director, Assistant Director, and Coordinator. This includes scheduling event planning meetings, coordinating calendars and preparing communications and correspondence on behalf of the team. Responsibilities also include organization of department files, archive systems and maintaining office
interviews, processing paperwork and ensuring all work study guidelines are
followed. Shares in the daily management of student workers with the Coordinator and Asst. Director including overseeing their training, assigning projects, and performance review.
Responsible for other duties of a similar nature as assigned to achieve the goals of the University Advancement team.
The Sr. Administrative Assistant provides event planning consultation and support for other departments/university events as the team schedules allow and as deemed feasible by the Events team.
High school diploma and four or more years of progressively responsible administrative
support experience or an equivalent combination of education and experience
sufficient to successfully perform the essential duties of the job.
Experience supporting university advancement efforts.
Experience in fundraising, marketing/sales, and non-profit organizations.
Experience in special event production.
Proficiency in Raiser's Edge database software.
Proficiency in InDesign or other publishing software.
A successful candidate will have work experience that demonstrates his or her ability to work independently given guidelines and priorities.
Individual's initiative and attitude are in are in alignment with the university's and college's mission.
Able to work independently and as a member of a team.
Seattle University, founded in 1891, is a Jesuit Catholic university located on 50 acres in Seattle's Capitol Hill neighborhood. More than 7,400 students are enrolled in undergraduate and graduate programs within nine schools and colleges. U.S. News and World Report's "Best Colleges 2017" ranks Seattle University 8th in the West among universities that offer a full range of masters and undergraduate programs. Seattle University is an equal opportunity employer.
In support of its pursuit of academic and scholarly excellence, Seattle University is committed to creating a diverse community of students, faculty and staff that is dedicated to the fundamental principles of equal opportunity and treatment in education and employment regardless of age, color, disability, gender identity, national origin, political ideology, race, religion, sex, sexual orientation, or veteran status. The university encourages applications from, and nominations of, individuals whose differing backgrounds, beliefs, ideas and life experiences will further enrich the diversity of its educational community.
Applicants are also strongly encouraged to attach an electronic cover letter and resume when applying. Persons who need assistance with the recruitment process may contact the Office of Human Resources at: 206-296-5870. Job postings are open until filled, unless otherwise specified.