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Sr. Advancement Assistant For Events

Expired Job

Seattle University Seattle , WA 98113

Posted 3 months ago

Sr. Advancement Assistant for Events

FLSA Status: Nonexempt

Months Per Year: 12

Hours Per Week: 37.5

Position Description

Events Communications and Data Tracking 60%

  • Coordinates marketing and promotion of events to desired audiences of alumni, donors, friends and

prospective donors. This work includes preparing communications timelines, requesting mailing and email lists, creating Raisers Edge queries, messages, and coordinating invitation and stewardship mailings.

  • Creates and updates promotional materials for events including event place cards, table numbers,

programs, power point displays, flyers, agendas and meeting materials, signs, wrap reports, etc.

  • Adds Raisers Edge appeals and actions to constituent records to accurately track event and

stewardship related activity and correspondence

  • Assists with maintaining event records in Raiser's Edge and in coordination with tracking

systems used to register guests including Greater Giving, Net Community, and similar systems.

  • Supports event record management processes for the creation and approval of new event records and

event related appeals for UA events.

  • Serves as a primary resource for working with event data and guest management in Raiser's Edge

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.

  • Responsible for communicating event rsvp reports and guest follow-up activities to internal UA/SU

administration and staff members. Prepares and distributes correspondence with registered guests and donors to keep them informed as to pertinent event details.

  • Enters event and donor relations team contact reports per constituent relationship management


Signature Events Planning & Coordination 20%

  • Provides event production support for the Assistant Director, Coordinator and Director for the

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.

  • For on campus events works to secure booking of event venues with Conference and Events Services,

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.

  • Manages the university advancement special events supplies inventory and borrower's log of all event

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%

  • Submits and tracks reimbursements and vendor payments for special events and SU Gala cost centers.

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.

  • Works with the Director of Finance and Operations and Advancement Events Director to make sure the

unit's cost center tracking is up to date and complete.

  • Compiles updates and

reconciles individual event budget projections for the team.

  • Provides administrative support for the team and specifically in support of the

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


  • Helps supervise work study positions assists with hiring process, creating positions, scheduling

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.


Minimum Qualifications

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.

Preferred Qualifications

  • 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.

Application Instructions

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.

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Sr. Advancement Assistant For Events

Expired Job

Seattle University