Administrative Associate - Institutional Advancement & UW Foundation

UW Candidate Experience

81d

About The Position

As a member of the Administrative Services team, serve as the first point of contact for the UW Foundation while providing high-level administrative support to multiple directors. Under limited supervision, lead projects and support the operational, financial, and strategic planning activities of a large and complex unit. This role requires strong independent judgment, excellent service orientation, and well-developed management and interpersonal skills. Independently manage and coordinate complex administrative functions that significantly influence both internal operations and external relationships.

Requirements

• Bachelor's degree in a related field OR equivalent combination of education and experience.
• 2 years progressively responsible work-related experience in an office or other professional setting.
• Valid driver's license with a motor vehicle record (MVR) compliant with the University Vehicle Use Policy.

Nice To Haves

• Strong Organizational and Project Management Skills
• Ability to manage multiple projects, calendars, and events simultaneously; plan and coordinate meetings, conferences, and communications efficiently.
• Excellent Written and Verbal Communication
• Ability to draft, edit, and proofread a range of written materials; communicate effectively and professionally with colleagues, donors, and campus partners.
• Independent Judgment and Decision-Making
• Capacity to make sound decisions, take initiative with minimal supervision, and assess situations in alignment with organizational goals and policies.
• Collaboration, Accountability, and Attention to Detail
• Commitment to maintaining high personal performance standards, teamwork, and exceptional accuracy in recordkeeping and administrative tasks.
• Proficiency in Office Software, Accounting, and Data Entry
• Demonstrate proficiency with Microsoft Office Suite (Word, Excel, Outlook, Teams, and Forms), along with experience in basic accounting practices and accurate data entry.

Responsibilities

• Independently oversee and perform complex administrative tasks that have a significant impact on operations within and beyond the unit or program.
• Provide direct support for directors and development officers including, but not limited to mailings, data entry, report preparation, drafting correspondence, scheduling meetings, and coordinating events.
• Manage day-to-day office operations and administrative responsibilities.
• Coordinate and arrange travel logistics for directors, including planning, booking, and itinerary management.
• Provide project leadership; independently assist with directing the operational, financial, personnel and planning functions of a large/complex designated unit.
• Research, conduct or respond to complicated inquiries and situations relative to the designated unit or program; analyze and integrate statistical or other assistive data; prepare detailed reports and documentation.
• Serve as a liaison between directors, campus units, and external individuals/groups.
• Plan and support events such as symposia, conferences, and meetings, including agenda creation, speaker coordination, marketing, and post-event evaluation.
• Coordinate campus visits for high-level donors and corporate representatives; arrange catering and other logistical details for related events.
• Manage and track attendee lists for various meetings, conferences, and events.
• Draft, edit, and format written materials and assemble large scale mailings.
• Perform data entry, generate complex reports, and proficiently navigate various software platforms and databases.
• Maintain inventory and oversee supply ordering for the department.
• Communicate with donors and corporate contacts in person, by phone, and via email.
• Assist in the development or revision of departmental policies, systems, methods, and procedures; prepare related documentation including the design and implementation of computer programs, as appropriate.
• Track/reconcile receipts and invoices.
• Oversee management of department files and records; serve as primary resource person in interpreting policies and procedures.

Benefits

• Generous Retirement Contributions: The State contributes 14.94% of your gross salary, and you contribute 3.68%, totaling 18.62% toward your retirement plan.
• Exceptional Health & Prescription Coverage: Enjoy access to medical, dental, and vision insurance with competitive employer contributions, that include 4 deductible options to suit your needs.
• Paid Time Off: Benefit from ample vacation, sick leave, paid holidays, and paid winter closure.
• Tuition Waiver: Employees and eligible dependents can take advantage of tuition waivers, supporting continuous education and professional growth.
• Wellness and Employee Assistance Programs: Stay healthy with wellness initiatives, counseling services, and mental health resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Bachelor's degree
• Number of Employees: 11-50 employees