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.
For the University of Washington (UW) to be the greatest public university in the world as measured by our impact, the UW and University Advancement (UA) must weave equity and anti-racism into everything we do. Becoming a more equitable organization starts with us, and focusing on groups that have been excluded and under-engaged will lead to better outcomes for our whole community. Ensuring that diversity, equity, and inclusion (DEI) are natural outcomes of our activities will require us to state our values, live by those values and work toward our vision every day. To sustain our efforts, we have defined a path forward with our values clearly articulated and shared throughout the organization. We invite you, our community, to walk with us, share feedback and engage as we do our part in the University-wide effort to create a more just and equitable world.
The Assistant Director for Endowment and Gift Documentation, working within the central Advancement’s Office of Endowment and Donor Services (EDS), is a major contributor in our ongoing efforts to steward current use and endowment gifts, thereby inspiring future investment. The UW is fortunate to manage and benefit from over 5,000 individual endowed funds and 4,000+ active current-use funds. The Assistant Director’s (AD) primary responsibility is for the review of gift agreements, related to new gifts to the University of Washington and the UW Foundation, for an assigned set of units.
This position works closely with frontline fundraisers, legal counsel, the Treasury office, finance partners (UW Finance, Gift Services, and UA Finance & Administration) and University administration to ensure that gift agreements align with Gift Acceptance policies, meet the expectations of the donor, do not contain illegal language, and can feasibly be expended on a regular basis. The AD also provides resources and training to University colleagues to help establish ‘gifts of impact’ that blend donor passions with University priorities, and can be utilized by the benefitting programs effectively. In all areas of responsibility, the AD continuously seeks to improve processes and practices to achieve efficiencies.
Gift Documentation and Policy Interpretation
•Responsible for the oversight and management of processes related to the creation of new endowment documentation, multi-year current-use fund agreements, and amendments to previously established funds in an assigned set of UW units. •Review UW endowment, gift, and naming agreements, adapting approved templates as needed for each gift, in coordination with frontline staff and University Administration. •Become and serve as an “expert” to provide guidance and interpretation of policies and procedures to ensure terms adhere to permissible criteria and funds can be expended on a regular basis. •Use relevant Advancement systems and databases to record, track and maintain documentation and related data; perform ad hoc queries and audits of information as needed. •Provide thorough, accurate, and timely responses to stakeholder requests for information; demonstrating exemplary customer service in all exchanges.
Fund Investment and Reporting
•Work with partners to prepare financial reports for the Treasury office related to investing new endowments and matching funds to be added to individual endowed funds. •Coordinate with finance colleagues to track internal transfers and endowment gifts in suspense. •Help facilitate and track internal UW matching programs, in partnership with Reporting and Gift Services. •On an annual basis, work with other members of the EDS team to prepare the Consolidated Endowment Fund report to investment-level donors and friends about investment and performance information related to their endowed gifts.
Training and Stakeholder Engagement
•Develop and conduct regular trainings with appropriate Advancement and University staff on best practices and established policies, endowment administration, and specialized stewardship and compliance issues. Identify ways to measure training effectiveness. •Communicate with appropriate college/school/unit personnel to address identified compliance questions •Create resources and guideline documents to ensure consistency of messaging between University Advancement partners, University staff and donors. •Inform the campus community about the need for and the elements of good, sustained donor stewardship for all gifted funds.
Continuous Improvement of the Donor Experience
•Work with team members and associated staff to evaluate and assist in developing new institutional policies and procedures that ensure gift compliance and impact reporting that leads to a positive donor experience. •Researches and responds to inquiries from administration, donors, and other institutions regarding compliance issues. •Seek to enhance current processes and implement new technology for added efficiency.
Other duties as assigned
Effective communications: Expresses oneself clearly and empathetically in interactions with others and prioritizes an accessible and transparent style in all forms of communication, i.e., verbal and written, one-on-one and group, etc. Interpersonal Awareness: Builds and maintains positive and productive 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.
•Bachelor's degree and a minimum of three years of professional experience, preferably in fundraising, communications, strategic marketing, donor relations or a comparable role with transferable skills including project management, writing, and/or data analysis. Equivalent combination of education and experience from which comparable knowledge and skills have been acquired may substitute for degree
Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
•Strong interpersonal skills and customer service: poised, professional manner with the ability to express oneself clearly and empathetically in all interactions; ability to communicate in a direct and professional manner that engages dialog in a manner that resolves differences •Ability to clearly communicate complex policies and concepts to donors and other campus partners such as gift data issues and gift acceptance policies •Strong attention to detail and thoroughness in completing assigned duties •Strong writing skills; ability to synthesize information correctly and concisely in written form •Demonstrated ability to use and occasionally query relational databases •Demonstrated strong computer skills, including proficiency with Microsoft Word, Excel, Access and PowerPoint for correspondence, special reports, spreadsheets, databases, forms, etc. •Initiative and ability to maintain excellent records •Comfortable with handling and auditing financial information •Ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in an organized and professional manner •Ability to manage multiple projects efficiently and effectively in a fast-paced, complex, deadline-driven environment •Ability to solve problems by working independently, take initiative, and set or follow priorities •Demonstrated ability to build and maintain positive relationships and actively contributes as a member of work teams to achieve results •Demonstrated ability to maintain confidences and protect confidential information; acts in a selfless manner and models ethical values of the UW
•Knowledge of fundraising databases or other non-profit donor databases •Knowledge of alumni relations/development/advancement principles •Familiarity with higher education institutions and working in a complex organizational environment •Knowledge of document management principles and systems
Cubical/Open workspace environment which may result in additional or higher levels of noise and visual distractions.
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, 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 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.