Leadership Program Assistant

001 University of Rochester; City of Rochester (NY); On-site; USD 24,000 - 31,000; Full time

Job summary

University of Rochester is seeking a Leadership Program Assistant to provide key administrative and operational support for the Medallion Leadership Program and related student leadership initiatives. You will coordinate logistics, maintain records, and assist with events to ensure smooth delivery of leadership education programs.

The role involves collaboration with professional staff to support daily operations while focusing staff on student learning, facilitation, advising, and assessment.

Qualifications

• High School diploma required or equivalent combination of education and experience.
• Related experience in administrative support, program coordination, event planning or student services preferred.
• Experience handling multiple projects with strong record-keeping and communication is preferred.

Responsibilities

• Coordinate workshop logistics and event scheduling for Medallion programs.
• Maintain participant databases, records, and attendance tracking.
• Support communications, newsletters, calendars, social media, and workshop promotions.
• Assist with alumni, speaker schedules, and volunteer coordination.
• Support purchasing, recognition logistics, and office administration.

Skills

Organizational skills

Written and verbal communication

Customer service

Independent and collaborative work

Administrative coordination

Education

High School diploma or equivalent

Tools

Microsoft Office

Registration systems

Database management

Website platforms

Communication tools

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address): 220 Hutchison Rd, Rochester, NewYork, UnitedStatesofAmerica,14620Opening: Worker Subtype: Regular Time Type: Time as Reported / Per Diem Scheduled Weekly Hours: As Scheduled Department: 200205 Student Activities-Stu Life Work Shift: UR - Day (United States of America) Range: UR URG 102 H Compensation Range: $17.50 - $22.79 The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities: The Leadership Program Assistant provides administrative and operational support for the Medallion Leadership Program, Student Organization Leadership initiatives, and related leadership education programs. The position coordinates program logistics, maintains records and communications, supports events, and assists with participant tracking to ensure the efficient delivery of leadership programs. The assistant works closely with professional staff to support daily operations while allowing staff to focus on student learning, facilitation, advising, and assessment.

ESSENTIAL FUNCTIONS

• Program Operations & Event Coordination Assists with c coordination of workshop logistics, creating CCC events, reserving spaces, scheduling meetings, preparing calendars, managing SignUpGenius registrations, sending facilitator reminders, coordinating room reservations, and supporting event setup and logistics for Medallion workshops, Student Organization Training, Leadership Appreciation Reception, Level Up events, and alumni programming.
• Communications & Marketing Support Maintains website updates, creates and distributes newsletters, coordinates digital signage and posters, manages routine email communications, updates calendars, support social media scheduling, and promotes workshops, events, and leadership opportunities.
• Participant Records & Program Administration Maintains participant databases, completion tracking, workshop attendance, award tracking, recognition orders, and program documentation. Processes routine forms and maintain accurate records across leadership programs.
• Volunteer, Alumni & Facilitator Coordination Assists with alumni and speaker schedules, maintains facilitator and volunteer contact lists, prepares meeting materials, schedules steering committee meetings, coordinates Medallion Society logistics, and supports volunteer communications and recognition.
• Purchasing & Recognition Logistics Assists with purchasing of Medallion pins, certificates, awards, supplies, promotional materials, and event resources. Prepares mailings, thank-you packets, stewardship materials, and recognition items for participants and volunteers.
• Administrative Reporting & Office Support Prepares routine reports, maintain spreadsheets, organizes shared files, assists with data entry, collects facilitator feedback, prepares meeting agendas, and supports special projects as assigned. Other duties as assigned.

Minimum Education & Experience

• High School diploma required Or equivalent combination of education and experience
• Related experience in administrative support, program coordination, event planning, higher education, student services, customer service, or related fields preferred. Experience supporting multiple projects simultaneously, maintaining records and databases, coordinating events, and managing communications is preferred.

Knowledge, Skills and Abilities

• Demonstrated organizational skills with the ability to coordinate multiple projects, timelines, and competing priorities simultaneously while maintaining attention to detail preferred.
• Strong written and verbal communication skills with the ability to communicate effectively with students, staff, faculty, alumni, and community partners preferred.
• Ability to provide high-quality customer service and build collaborative working relationships with diverse constituencies preferred.
• Experience maintaining records, databases, spreadsheets, and participant information with a high degree of accuracy and confidentiality preferred.
• Ability to plan and coordinate meetings, workshops, events, and logistics for programs involving multiple stakeholders preferred.
• Demonstrated ability to work independently and collaboratively within a team environment preferred.
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and experience learning and using databases, registration systems, website platforms, and communication tools preferred.
• Ability to adapt to changing priorities and manage routine administrative responsibilities in a fast-paced environment preferred.
• Knowledge of event coordination, communication strategies, and administrative processes preferred.
• Familiarity with higher education environments, student organizations, leadership programs, or student engagement initiatives preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

Located in western NewYork, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.