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. Position PurposeThe Alumni Relations Coordinator will provide high-level administrative, programmatic and project management support to the Assistant Vice President for Alumni and Stakeholder Engagement (ASE)/Director, Alumni Relations for the UW Alumni Association (UWAA). The Alumni Relations Coordinator works with academic leaders, volunteers, alumni, donors and other university staff and will serve as a liaison between ASE and other units at the University, including but not limited to the offices of the President, Provost, and individual schools, colleges and programs. DUTIES AND RESPONSIBILITIESAdministration & OperationsProvide executive-level support for the Assistant Vice President including: calendar support, reimbursements and travel planning, scheduling, and workflow/project management, and meet as needed with project stakeholders.Manage day to day administrative functions for Alumni Relations/ASE staff. This could include mail distribution, calendar management and event/conference registrations as necessary.Collect and prepare materials and collateral for the AVP in preparation for his participation in and presentation at high-level meetings, including those of the UWAA Board of Trustees.Work with AVP to determine effective project management and tracking systems for identified projects; implement system and update AVP on upcoming deadlines and urgent items.Drafting and writing communications on behalf of the AVP.Project CoordinationSupport the Assistant VP in the management and coordination of ASE projects. Responsibilities may include scheduling meetings, recording proceedings, coordination and conversations with stakeholders and partners.Oversee the creation and management of a project progress calendar and assist the Assistant VP in preparing progress reports and updates for internal and external stakeholders.Budget & ReportingSupport the AVP in his role as primary budget and financial liaison for ASE/UWAA through preparation of reports and assistance with research and/or analytic projects as needed.Assist in meetings and planning for the annual budgeting process.Support the creation, management and meetings associated with the annual planning calendar.Travel Planning Make travel arrangements and reservations for Assistant VP.Follow up after traveling to reconcile their expenses and submit them for reimbursement in a timely manner. Event Planning & MeetingsProactively work with Assistant VP to determine meeting needs and preparation, including but not limited to, agenda development, guest invitations, RSVP tracking, etc.Collaborate with and assist the ASE team in the designing, planning and implementation of events, meetings, and other gatherings. Work with members of the ASE team to ensure events are aligned with goals, strategies and best practices.Oversee logistics and itineraries for guests visiting ASE/UWAA.Research, Analysis and PlanningConduct research and analysis projects as requested.Assist the ASE team with planning, administration and special project management. Other duties as assigned.KEY COMPETENCIESEffective 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.REQUIREMENTSHigh School/GED AND four years of office or administrative support experience OR equivalent education/experience. Demonstrated proficiency with Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook for correspondence, special reports, spreadsheets, databases, forms, etc.Excellent organizational and project management skills. Ability to work independently and complete projects in a fast-paced deadline-driven environment. Experience 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.Ability to work collaboratively within a team setting.DESIRED QUALIFICATIONSFamiliarity with University of Washington operations.Knowledge of alumni relations/development/advancement principles.Knowledge of general budget practices.Knowledge of UW Advancement policies and procedures, including use of the development database software ADVANCE. Experience with email management and/or event registration software (Convio, Cvent, Marketo)Conditions of EmploymentAbility to work evening and weekend hours, as necessary, on short or limited notice.Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down. During Events (from setup to tear down) or on Event days: * Ability to stand four or more hours continuously. * Ability to walk four or more hours continuously. * Ability Standing: duration of 4+ hours for events. * Ability to work greater than a 10 hour day.
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 undergraduate 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.