Advancement Administrator

University of Washington•Bothell, WA

12h•$108,000 - $118,008•Hybrid

About The Position

For over 160 years, the University of Washington has been a hub for learning, innovation, problem solving and community building. Supporting this legacy and important public mission—with the goal of making the UW the world’s greatest public university, as measured by positive impact—guides everything we do in University Advancement . Bringing together development; alumni and stakeholder engagement; marketing and communications; and advancement operations, we advance the UW’s impact by developing meaningful connections that foster pride, advocacy and philanthropic support. The UW Bothell Advancement team has an exciting opening for an Advancement Administrator. This is a full-time permanent position. The Advancement Administrator provides strategic direction for the administrative operations of Advancement at UW Bothell. This role oversees budgeting, human resources and project management for the division and serves as the primary point of contact for all administrative and budget-related matters with campus partners and the broader UW tri-campus system (Bothell, Seattle and Tacoma). The Advancement Administrator oversees budget planning for the Vice Chancellor for Advancement’s (VCA) office and the three Advancement teams (Alumni Engagement, Development and Marketing and Communications) and establishes and maintains policies and procedures to ensure effective financial management, compliance and administrative systems across the division. What You Will Do: General Division Administration (45%) Lead the day-to-day operations of the Advancement division, serving as a trusted advisor to senior leadership and a primary point of contact with campus partners, including IT, Human Resources, Finance and Procurement. Support strategic decision‑making by providing timely information, recommendations and guidance on policies, procedures and division priorities. Manage administrative processes for the division, including recruitment support, purchasing, vendor coordination and overall operational logistics. Drive multi-year projects for the division, including implementing new tools or systems that improve how teams work together and support campus goals. Oversee staff events and division space management, coordinating planning, logistics and facility improvements to ensure functional and welcoming work environments. Coordinate clear and effective communications across the division and campus, including drafting leadership messages, supporting internal communication channels and keeping stakeholders informed during major initiatives. Budget Management (35%) Lead financial planning and budget management for Advancement, serving as the primary point of contact with finance partners and ensuring responsible use of operating, auxiliary and gift funds. Oversee multiple budgets totaling approximately $4M annually, including payroll, purchasing, travel, contracts and vendor relationships, ensuring compliance with university policies. Develop and manage annual and multi‑year budgets and forecasts, providing leadership with clear analysis, projections and recommendations to support strategic decisions. Prepare and deliver accurate financial reports and reconciliations, respond to budget inquiries and ensure timely, well‑tracked spending across the division. Personnel Management and Other Duties (20%) Support workforce planning by analyzing current and future staffing needs, contributing to multi-year staffing plans and communicating personnel policies and procedures to staff. Coordinate hiring, onboarding, performance reviews and offboarding for staff and student employees and serve as the primary liaison with Human Resources and related campus offices. Maintain required personnel records, ensuring proper records retention and supervising a student employee. Represent the division on campus committees and working groups as needed.

Requirements

Bachelor's degree AND four (4) years of experience in managing the daily operations of a similar organization, including financial and budget, human resources and organizational management, or related field.
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.

Nice To Haves

Proven experience managing budgets, analyzing financial data and developing forecasts to support informed decision‑making.
Strong administrative and operational skills, with experience in areas such as project coordination, event planning, space or facilities support, communications and human resources processes.
Excellent organizational and time‑management skills, with a high level of accuracy and attention to detail while balancing multiple priorities.
Ability to work independently with initiative and creativity, while also collaborating effectively with diverse teams and stakeholders.
Clear, professional written and verbal communication skills, with the ability to communicate effectively across all levels of an organization and with external partners.
Experience supervising or leading others, including supporting performance, development, or day‑to‑day work.
Demonstrated commitment to working respectfully and effectively with individuals from diverse backgrounds and perspectives.
Experience working in higher education or similarly complex, matrixed organizations.
Access to regular and reliable transportation for local travel.
Ability to lift 20 pounds regularly and up to 40 pounds occasionally for event setup and tear down.

Responsibilities

Lead the day-to-day operations of the Advancement division, serving as a trusted advisor to senior leadership and a primary point of contact with campus partners, including IT, Human Resources, Finance and Procurement.
Support strategic decision‑making by providing timely information, recommendations and guidance on policies, procedures and division priorities.
Manage administrative processes for the division, including recruitment support, purchasing, vendor coordination and overall operational logistics.
Drive multi-year projects for the division, including implementing new tools or systems that improve how teams work together and support campus goals.
Oversee staff events and division space management, coordinating planning, logistics and facility improvements to ensure functional and welcoming work environments.
Coordinate clear and effective communications across the division and campus, including drafting leadership messages, supporting internal communication channels and keeping stakeholders informed during major initiatives.
Lead financial planning and budget management for Advancement, serving as the primary point of contact with finance partners and ensuring responsible use of operating, auxiliary and gift funds.
Oversee multiple budgets totaling approximately $4M annually, including payroll, purchasing, travel, contracts and vendor relationships, ensuring compliance with university policies.
Develop and manage annual and multi‑year budgets and forecasts, providing leadership with clear analysis, projections and recommendations to support strategic decisions.
Prepare and deliver accurate financial reports and reconciliations, respond to budget inquiries and ensure timely, well‑tracked spending across the division.
Support workforce planning by analyzing current and future staffing needs, contributing to multi-year staffing plans and communicating personnel policies and procedures to staff.
Coordinate hiring, onboarding, performance reviews and offboarding for staff and student employees and serve as the primary liaison with Human Resources and related campus offices.
Maintain required personnel records, ensuring proper records retention and supervising a student employee.
Represent the division on campus committees and working groups as needed.