The College of Arts & Sciences (CAS) is one of the largest academic units on the UW Seattle campus, employing over 1400 tenure-track and research faculty, in 43 departments and centers, and generating an average $120 million dollars in sponsored research each year. CAS is comprised of 4 major divisions – Arts, Humanities, Social Science and Natural Science – whose cutting-edge research spans from malaria treatment to solar energy to human rights. CAS is home to diverse music, art, drama, dance, digital arts academic units and degrees, and runs one performance hall (Meany) and two major museums (Henry Art and Burke). CAS academic programs support more than 22,000 undergraduates and 2600 graduate students. The College occupies over 1 million square feet of space spread across campus and off-campus facilities in more than 50 buildings.
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.
The Constituency Relations Officer will plan, manage, and implement school efforts to build relationships with alumni and friends of the school, attract private support from individuals and promote the school regionally, nationally, and globally. Responsibilities include gift stewardship, alumni and donor relations, external communications, planning special events supporting fundraising and stewardship, and assistance with fundraising activities. There has never been a more exciting time to be a part of the UW School of Music as we embark on a capital campaign for the Arts at the University of Washington, including the Music building.
This position reports to the Administrator of the School of Music and works closely with the Director of the School of Music and College of Arts & Sciences major gifts team. This position acts as the liaison between the School and College of Arts & Sciences and University Advancement staff, and acts as a point of contact for all advancement-related business for the school. In addition, this position works with members of the UW Alumni Association to best integrate Constituency Relations Strategies for the School with overall UW Advancement efforts.
DUTIES AND RESPONSIBILITIES : Outreach Events (55%)
Plan and coordinate donor-focused events (lectures, annual scholarship celebration, rehearsals, master classes, post-performance receptions, stewardship events, open houses, donor site visits, etc.) including developing guest lists, creating event websites (CVENT), sending invitations, coordinating catering, developing budgets, tracking expenses, drafting briefings, and compiling detailed reports.
Other duties include coordinating with UW facilities staff and faculty, briefing leadership on event logistics, working with other departments on invitations and printed programs, and providing training or consultation for volunteers and staff.
Attend concerts and lectures in order to strategically build relationships with potential private donors.
Donor Cultivation and Stewardship (25%)
Work with the major gifts team to develop and implement cultivation and stewardship plans to build and sustain donor relationship with the School. This may include annual appeals, events, email communications, etc.
Collaborate with the Music Administrator to monitor music endowments and endowed gift budgets, as well as track gift funds to ensure gift allocations are utilized appropriately as specified by donors. Create, analyze and present quarterly donor advancement reports for review with the School of Music Director, Administrator and faculty.
Process all gifts sent to the School, communicating with UW central Gift Processing teams to ensure proper gift allocations.
Steward all donors. Write gift acknowledgement and thank you letters, plan and implement recognition events, write and coordinate annual stewardship packets to endowment donors.
Compose letters and emails that are sent to donors and prospects from the School Director.
Update and maintain confidential constituent records in the Tandem database.
Develop lists for communications, events, appeals, and on request. This includes donor lists for publication and mailing lists for Whole Notes and Quarter Notes.
Coordinate monthly Music Advancement team meetings with the School of Music Director, Director of Advancement for Arts & Humanities, Assistant Director of Advancement for Arts and Humanities, and other staff as needed.
Advancement Communications (10%)
As part of the outreach team, manage the design and coordination of digital and email invitations through Marketo.
Collaborate with the School of Music’s Director of Marketing and Public Information on the planning and implementation of advancement communications-related materials, including Whole Notes annual magazine, and the quarterly online newsletters, Quarter Notes.
Develop and update the music advancement links highlighting donor information and materials on the School of Music’s website.
Other Duties (10%)
Perform other duties as assigned by the Administrator, the Director for Music or the Director for Advancement for Arts and Humanities.
Bachelor’s Degree and at least 2 years’ experience in administrative support, development/advancement/fundraising, alumni relations or communications.
Must be interested in and become well informed on issues in music and music education and be able to communicate them to a broad audience
Experience with email marketing software such as Marketo, Constant Contact, or Mail Chimp.
Excellent computer skills, especially Microsoft Word, Excel and PowerPoint.
Willingness and ability to learn how to use the Tandem CRM and other proprietary software products.
Strong organizational and detail skills that include the ability to manage all steps necessary including list pulls, invitation mailings and event logistics.
Flexibility and ability to respond well to emerging short-term opportunities to cultivate donors.
Ability to establish, cultivate and steward strong relationships with donors and friends to build and maintain lifelong partnerships and trust with while aligning the donor’s passions and goals with the institution.
Works to resolve conflicts and differences through dialog and open communication in a timely manner. Sees every difference as an opportunity for growth and change.
Strong interpersonal skills and customer service; professional manner with the ability to express oneself clearly and empathetically in interactions with others in all forms of communications, verbal and written, one-on-one and group, etc.; ability to communicate in a direct and professional manner that engages dialog in a manner that resolves differences.
Proven ability to work collegially and effectively with advancement colleagues, school administrators, and external constituencies.
Demonstrated creativity, organizational ability, and strong attention to detail; ability to make decisions in ambiguous situations, exercise good judgment based on information and analysis in a fast-paced, dynamic, deadline-driven environment in an organized and professional manner.
Demonstrated ability to maintain confidences and protect confidential information; acts in a selfless manner and models ethical values of the UW.
Values the UW’s commitment to inclusiveness. Demonstrates respect and commitment to diversity.
Equivalent education/experience may substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration.
Experience working in a higher education setting.
Knowledge of UW Advancement policies and procedures, including use of the new CRM, Marketo, and Tessitura. CONDITION OF EMPLOYMENT:
Ability to work evening and weekend hours, as necessary, on short or limited notice.
Must have a driver’s license.
Ability to staff occasional evening or weekend events (ten a year).
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.