Salary is commensurate with experience and education.
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.
Founded in 1899, the University of Washington School of Law is one of the nation's top public law schools; it also enjoys strong private support for leading programs in Asian Law, Global Health, Law & Technology, Tax, and Environmental Law. Located in William H. Gates Hall, a new state-of-the-art facility in vibrant Seattle, the School of Law is also home to the Gates Public Service Scholars program and the Barer Institute for Law and Global Human Services.
The University of Washington School of Law is seeking a full time Administrative Specialist.
The Administrative Specialist is responsible for planning, coordinating and reporting as part of the UW Law Advancement team. Reporting to the Assistant Dean for Advancement, this position provides oversight of day-to-day operations and 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 ($25,000 and above).
Assist the Assistant Dean for Finance and Operations and the Assistant Dean for Advancement through scheduling, managing 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. Serve as single point of contact between Advancement team and facilities, purchasing, and other offices. Maintain rosters and procedure manuals. Work with the Assistant Deans to coordinate hiring processes, correspond with new hires, and provide orientation and training materials. Establish and maintain efficient filing system for the storage of both electronic and hard copy materials. Ensure the accurate and timely storage of materials received. Manage and coordinate special and overlapping projects between UW Law Advancement and other offices such as Individual Giving Programs, as well as external constituencies. 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. Reconcile travel expenses and submit for reimbursement. Provide additional support specific to Advancement in areas such as preparing and presenting reports, proposals, annual giving letters, and endowment agreements; and performing other substantive communication tasks related to the cultivation, solicitation, and stewardship of UW Law donors and prospects.
Financial & Records Management
Oversee budgets, maintain spending records, accurately code invoices, create financial reports, and forecast expenditures for review by responsible team members Oversee the UW Law Advancement budget, maintain spending records, accurately code invoices, create financial reports, and forecast expenditures for review by the Assistant Dean Manage and reconcile monthly the Assistant Dean's University Procurement card accounts. Approve ordinary expenditures and payments Process reimbursement and collect necessary documentation per University policy Analyze reports, communicate issues and areas of concern and make appropriate recommendations Liaison with businesses office and Assistant Dean for Finance and Operations to ensure proper stewardship of gift funds
Data Management & Tracking
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. Work with central Advancement Services to prepare 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. Develop, implement and update procedures to ensure consistency and transparency in data collection, analysis, organization, and presentation.
Other Duties as Assigned
Bachelor's Degree in Business Administration, Public Policy, or related field OR equivalent education/experience.
Two years of progressively responsible administrative experience.
Proficiency with personal computing environment, Microsoft Office Suite (Microsoft Word, Excel, Outlook and PowerPoint), internet research, and data management.
Willingness and ability to learn how to use the ADVANCE database system and other proprietary software products.
Excellent organizational and project management skills. Ability to work independently and complete projects in a fast-paced, deadline-driven environment in a professional manner. Experience in managing multiple projects/tasks and keeping pace with rapidly changing priorities and deadlines.
Ability to problem-solve, take initiative, set priorities and exercise good judgment.
Excellent written and oral communication skills; interpersonal skills; customer service ethic; trustworthiness; ability to communicate effectively with diverse internal and external constituencies by phone, correspondence, and email; willingness to take initiative.
Experience with organizing and staffing special events.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Knowledge of development/ advancement principles.
Experience in development or fundraising/advancement setting or alumni/volunteer coordination.
Knowledge of UW Development Office policies and procedures, including use of the development database software ADVANCE.
Knowledge of academic personnel policies.
Experience working with budgets, preparing financial spreadsheets, and tracking expenditures.
Knowledge of the UW financial systems (for budget purposes).
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.
CONDITIONS OF EMPLOYMENT:
Appointment to this position is contingent upon obtaining satisfactory results from a criminal background check.
Ability to work evening and weekend hours, as necessary. May occasionally be required to work beyond a typical 8:00am - 5:00pm work schedule. Occasionally attend and staff Advancement events.
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.
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergra...duate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.