Washington Athletics aims to inspire champions on the field and in the classroom. Operating with the four core values of growth mindset, committed service, humility and grit, the Huskies choose to lead by example. With over 650 student-athletes competing throughout UW's 22 sports programs, the department of Intercollegiate Athletics is committed to a leading-edge student-athlete experience, and offering student-athletes the ability to compete for NCAA, IRA, and Pac-12 championships while working toward a degree from one of the world's leading public research universities.
Provide support to the Associate Athletic Director for Development and Athletics Major Gift operations team by tracking, reporting on, and coordinating activity with and about Intercollegiate Athletics donors, season ticket holders and fans. This position will also be responsible for managing records and budgets, coordinating events and travel, and acting on behalf of the Advancement Office in their absence. Manage flow of information between executive-level Athletics staff and serve as liaison between Intercollegiate Athletics, and other units and individuals at the University, including but not limited to Office of the President, Central Advancement, Regional Giving, Principal Giving, Planned Giving, UWAA, UW Marketing and individual schools, colleges and programs. The Office of Advancement is charged with the responsibility for increasing revenue and support through strategic annual fund and major gift efforts, capital campaigns, marketing/communications, stewardship and special events.
Coordinate with the Associate Athletic Directors and Major Gifts Team in communicating with and disseminating information and briefings about major gift donors and prospects to University development staff, academic leaders, coaches, administrators and other internal and external constituents, including volunteers and donors.
Coordinate with the Associate Athletic Directors and others with the drafting, completion and compilation of briefing papers, proposals, and other substantive information, communications or documents that relate to the cultivation, solicitation and stewardship of major gift donors and prospects.
Assist the Assistant Athletic Director for Advancement and Assistant Director of Stewardship and Donor Engagement with implementation and management of the department’s annual giving and endowment programming and stewardship.
Compile and update important data. Design, prepare and run regular informational and analytical reports about major gift prospects and donors, drawing on information in Advance, and elsewhere, particularly in conjunction with the Donor Research and Relationship Management Team. Develop and implement procedures to ensure collection, analysis, organization and presentation of data for timely issuance of regular reports. Produce regular reports and coordinate dissemination.
Participate in discussions regarding the creation of annual, semi-annual and quarterly progress reports for internal audiences, including volunteers; and annual operating plans. Assist with establishment of long and short-term fundraising goals. Working with others, manage the Advancement budgets, maintain spending records, create financial reports, and forecast expenditures for review by the senior leadership staff.
Coordinate in the planning and implementation of high-level events, meetings and gatherings. Collaborate with other ICA staff to develop and staff special events. Utilizing independent judgment, select and coordinate catering for donor functions. Coordinate and organize meeting logistics, communications and materials for the Tyee Club’s two donor volunteer groups; the Tyee Executive Committee and the Tyee Board of Advisors. Coordinate activities with other University departments including UW Central Development, Government Relations and the Office of the President. Represent the Advancement Team in meetings and on task forces as needed.
Track and support the prospect tracking process including entry of tasks, gift processing, pledge tracking, proposal management, updates and contact reports for the Advancement Team. Maintains and updates proposal-pending report and provide regular status updates to development staff. Work with donors in preparation of Endowment Agreements and ensure execution to facilitate investment of funds.
Provide professional administrative and organizational support to the Associate Athletic Directors for Development. This position requires the ability to regularly exercise independent judgment and discretion in work that directly relates to Advancement operations and has authority to make commitments that affect these operations.
Provide clerical and office management for correspondence; phone and in-person office liaison; develop and maintain filing systems; maintenance and upkeep of all communications to alumni and donor databases, etc. Serve as the first line of interaction with University officials, donors, alumni, volunteers, coaches, faculty/staff, student-athletes and constituents. This position will also provide administrative support to the Athletic Department’s vehicle and donor exchange program, known as the “Dawg Dealer” program. Manage the Associate Athletic Directors schedules; organize activities, meetings and supportive background materials. Coordinate all travel; arrange for all contacts and meetings at the travel destination, ensure that travel objectives are accurately and completely planned; complete or oversee the initiation and processing of travel requests and reimbursements. Manage meeting processes, including the scheduling, locations, gathering and distribution of information, taking of notes at meetings, and incorporation of post-meeting information.
Other duties as assigned.
Compliance with the rules and regulations of the University, the NCAA, the Pacific-12 Conference, the State of Washington and any other governing body is of paramount importance to the University. The overall responsibility of this position is for the successful operation of the program in full compliance with all such rules and regulations. As a condition of employment, the Employee shall be required to participate in rules education programs offered by the Department of Intercollegiate Athletics.
Bachelor’s degree and a minimum of one year of experience in development, research or related field (sales, marketing). Excellent computer skills (word processing, database, Excel, email, internet, PowerPoint, etc.). Excellent organizational and project management skills, ability to work independently and complete projects on tight deadlines, and experience in managing multiple projects/tasks and keeping pace with rapidly changing priorities and deadlines.
Excellent communications skills, both verbal and written; interpersonal skills; customer service ethic; trustworthiness with confidential information; ability to communicate effectively with diverse internal and external constituencies by phone, correspondence and e-mail are integral to success in this position. Initiative, problem solving skills, autonomy, organization skills and experience in data management are also essential.
Familiarity with BSR’s Advance database, with development/fundraising, and with University of Washington operations. Familiarity with Pac-12 Conference, NCAA rules and regulations and Intercollegiate Athletics.
Conditions of Employment:
This position requires a flexible work schedule. External events and unexpected administrative responsibilities are frequent and occasional attendance and attention is required. Evening and weekend work required during football and basketball seasons and on other occasions.
FOR COMPLETE DETAILS AND TO APPLY, please visit the UW Hires employment website at: www.washington.edu/jobs and apply to Req #167516.
Internal Number: 167516
About University of Washington Athletics
TO BE CONSIDERED FOR THIS POSITION, please apply through the University of Washington UW Hires employment website at: https://hr.uw.edu/jobs/