Assistant Director for Faculty Engagement and Operations

Job Description

POSITION PURPOSE

UW Medicine Advancement has an excellent opportunity for an Assistant Director for Faculty and Clinician Engagement to join their team.

At UW Medicine we work to improve health for all people through excellence in clinical research and education and training programs. As the only comprehensive clinical research and learning health system in the five-state WWAMI (Washington Wyoming Alaska Montana Idaho) region UW Medicine provides the most up-to-date care for each individual patient leads one of the worlds largest and most comprehensive medical research programs and provides innovative learning programs for students trainees and practitioners in the health professions.

The passionate 95-person team atUW Medicine Advancementworks collaboratively to connect donors withmeaningful opportunitiesto enhance patient care expand educational opportunities and advance research at UW Medicine. UW Medicine Advancement also engages alumni of the UW School of Medicine to foster lifelong connection to the Schools mission. This inspiring challenging and rewarding work provides team members an opportunity to grow their careers while making a difference in peoples lives in our community and around the the 2025 fiscal year UW Medicine Advancement raised nearly $382 million in gifts and private grants (44 percent of the University of Washingtons total) from over 30000 donors to support the mission of UW Medicine. You can find out more about UW Medicine Advancements priorities and office culture on our career website: Assistant Director for Faculty Engagement and Operations Engagement (Assistant Director) is responsible for supporting the advancement of the faculty engagement program by playing a key role in developing patient outreach strategies supporting strategic communications and maintaining operational workflows for the program. The position works in collaboration with faculty engagement team leadership to design programs tools and resources for frontline fundraisers to educate and connect with faculty and clinicians foster effective partnerships and drive philanthropic success. The Assistant Director leverages strong project management and collaboration skills to coordinate operations across multiple projects and initiatives to ensure the programs continued growth and impact.

In addition the position plays an integral role in developing and refining program communications and resources that support and strengthen faculty engagement and grateful patient pipeline development. The Assistant Director also manages a range of administrative functions to support overall team effectiveness. The goal of this work is to build awareness and engagement in philanthropy across the UW Medicine health system enterprise enhancing fundraising outcomes that begin with strong faculty partnerships.

The Assistant Director serves on the broader Pipeline Team at UW Medicine Advancement and reports to the Senior Director for Faculty Engagement and Philanthropy Education. The Pipeline Team serves as a resource for generating future donor prospects demonstrating the impact of the UWMA teams work and providing fundraisers and faculty with philanthropy coaching and training opportunities. The position also works closely with the Director for Faculty Engagement and Philanthropy Education as well as the Assistant Vice President for Pipeline Strategy and Campaign Analytics.

POSITION COMPLEXITIES

• Coordinating across diverse stakeholders: Works with faculty clinicians frontline fundraisers and Advancement leadership to align engagement strategies and drive participation across a large health system.
• Balancing strategy and execution: Supports program design and growth while managing day-to-day logistics communications and administrative workflows.
• Working with evolving data and processes: Uses incomplete or developing data systems to inform outreach strategies track engagement and recommend improvements.
• Ensuring consistency at scale: Maintains clear consistent messaging training and program delivery as faculty engagement efforts expand across the enterprise.

DUTIES AND RESPONSIBILITIES

Faculty Engagement Program Support (40%)

• Collaborate with faculty engagement team leadership to advance the strategic vision goals and growth of the faculty engagement program
• Contribute to the development of training programs for curated faculty and fundraiser audiences. Ensure that learning objectives action items and next steps are clearly identified
• Oversee planning and project management for a variety of recurring annual training programs to maximize strategic participation. Manage logistical processes including participant nominations scheduling event coordination and follow up with key stakeholders

• Track and analyze engagement metrics for a broad-based philanthropy education program for faculty. Partner closely with team leadership to expand training to additional stakeholders and promote a culture of philanthropy across the health system. Track and update program success metrics using a combination of spreadsheets dashboards and a donor/constituent database. Identify opportunities to create more detailed longitudinal success stories to serve as case studies and demonstrate impact
• Maintain and update program communication materials for both internal and external audiences including one-pagers presentation decks and fundraiser resources. Ensure consistent messaging as the program expands and evolves
• Provide administrative support to the faculty engagement team related to fundraiser staffing requests scheduling and follow-up

Patient Pipeline Strategy and Collaboration (30%)

• Manage processes that support fundraisers with initial outreach to potential patient prospects. Collaborate with team leadership to ensure deadlines are met recommend effective outreach strategies and ensure content is compelling and compliant. Oversee trend analysis and provide data-driven recommendations to fundraisers
• Manage triage and fulfill data requests from fundraisers to support faculty engagement and qualification work escalating questions and requests to team leadership as needed
• Collaborate with team leadership to identify innovative new ways to leverage data and patient engagement tools for expanding major gift opportunities. Support the development of documentation and workflows for distributing patient pipeline prospects to fundraisers and faculty
• Engage fundraisers on continual process improvements and feedback as new grateful patient data strategies are tested

Communications and Operations Support (20%)

• Draft and edit communications for senior leaders broad fundraiser audiences and other external stakeholders related to philanthropy training opportunities and program updates
• Evaluate program activities calendar to identify capacity gaps assess additional support needed and streamline workflows
• Support SharePoint data access and management collaborating with the Pipeline team to update and maintain permissions file structures and auditing processes
• Provide support for annual customized trainings ensuring 100% participation among UW Medicine Advancement staff
• Manage vendor invoice tracking and payments related to program expenses

Other Duties as Assigned (10%)

• Other duties as assigned

Application Requirement

This recruitment requires a cover letter.

Your application will not be considered unless you attach a cover letter

MINIMUM REQUIREMENTS

• Bachelor of Arts degree in any field and three or more years of project or program management or experience with development services.

Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements such as a license/certification/registration.

ADDITIONAL REQUIREMENTS

• UW Medicine values professionalism. Employees are expected to conduct themselves in a professional manner in accordance with UW Medicine Policy on Professional Conduct. An assessment of professionalism will be a factor considered in performance reviews salary adjustments and promotion.
• Alignment with UWs Executive Order 81 Prohibiting Discrimination Harassment and Sexual Misconduct which establishes the Universitys standards for preventing and responding to such conduct including compliance with applicable federal and state laws. The University is committed to fostering an environment in which all members of its community can participate fully in University programs and activities free from discrimination harassment sexual misconduct and retaliation.
• Experience managing projects or programs with creativity organizational ability empathy and strong attention to detail. Ability to manage emerging priorities and varying project timelines.
• Strong interpersonal and customer service skills with the ability to communicate openly directly and professionally to foster dialogue and resolve differences effectively. 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.
• 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 confidence and protect confidential information.
• Demonstrated strong computer skills including strong proficiency with Microsoft Outlook Word Excel PowerPoint SharePoint and Teams for calendaring correspondence presentations special reports spreadsheets etc. Comfort with learning new software including CRMs.

PREFERRED QUALIFICATIONS

• Program management experience.
• Experience working in a collaborative team.
• Knowledge of development/advancement principles.
• Experience working with complex CRMs.

WORKING ENVIRONMENTAL CONDITIONS

Performs work primarily in a shared cubicle environment with colleagues with exposure to standard office noise levels and activity including calls meetings and in-person conversations.

Attitudes Behaviors and Skills We Value AT UW MEDICINE ADVANCEMENT

• Placing team goals before individual goals
• Assuming the best of intentions from faculty and colleagues
• Embracing a spirit of continuous improvement
• Focus on the highest priorities and manage time accordingly
  • Manage and improve programs independently and build ownership over time
  • Anticipate needed next steps; think through problems
  • Approach work strategically keeping the big picture in mind
  • Address problems proactively and present potential solutions for resolution
• Learning from each other
  • Demonstrate the desire to learn new things while also meeting current position responsibilities
  • Take the time to build fluency in ALL fundraising operations
  • Be a proactive problem-solver; show resourcefulness in anticipating and addressing issues and concerns
• Demonstrating professionalism
  • Transparency: Be honest and straightforward with colleagues and donors
  • Attitude: Work with a positive and collaborative approach
  • Humility: Share credit generously; take ownership of challenges (be generous with credit and selfish with blame)
  • Dedication: Consistently follow through; keep your word
• Maintaining high emotional intelligence
  • Build maintain and recover relationships with internal and external constituents
  • Partner and communicate well with supervisor and peers
  • Hone self-awareness including the ability to admit mistakes and knowing when to correct course

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Compensation Benefits and Position Details

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Temporary or Regular

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About the UW

Working at the University of Washington provides a unique opportunity to change lives on our campuses in our state and around the world.

UW employees bring their boundless energy creative problem-solving skills and dedication to building stronger minds and a healthier return they enjoy outstanding benefits opportunities for professional growth and the chance to work in an environment known for its diversity intellectual excitement artistic pursuits and natural beauty.

Our Commitment

The University of Washington is committed to fostering an inclusive respectful and welcoming community for all. As an equal opportunity employer the University considers applicants for employment without regard to race color creed religion national origin citizenship sex pregnancy age marital status sexual orientation gender identity or expression genetic information disability or veteran status consistent with UW Executive Order No. 81.

To request disability accommodation in the application process contact the Disability Services Office at or .

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.