URMC Academic Programs, Program Assistant III

University of Rochester; City of Rochester, Northern (NY, KY); On-site; USD 32,000 - 45,000; Full time

Job summary

The University of Rochester is seeking an Administrative Support professional for the URMC Alumni Relations team in Rochester, NY. You will assist with event planning, calendars, invitations, RSVPs, meeting preparation, and reporting for registrations and attendance.

You will also handle invoices, gifts, and expense reports, support large and small events across SMD/SON/EIOH, and maintain procedures while ensuring accurate data in Salesforce Ascend, CVENT and Excel.

Qualifications

• Associate's degree and 2 years of relevant experience, including some writing experience.
• Strong organizational, written and verbal communication skills.
• Experience with Excel and database systems used for event management.

Responsibilities

• Support URMC Alumni Relations by planning and implementing events, including Meliora Weekend.
• Manage event calendars, invitations and RSVPs, meeting prep, agendas and minutes.
• Serve as the reporting point for event registration and attendance data.
• Process invoices, gifts and expense reports for events.
• Assist with projects in Clinical Programs when needed.
• Ensure use of Salesforce Ascend, RAX, CVENT and Excel for data management.

Education

Associate's degree

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): 300 East River Rd, Rochester, New York, United States of America, 14623

Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 100006 Ofc Sr Vice Pres Advancement Work Shift: UR - Day (United States of America) Range: UR URG 107 H Compensation Range: $23.27 - $32.60 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:

• This position will support the URMC Alumni Relations team, assisting with the planning and implementation of events, including Meliora Weekend.
• Support includes, but is not limited to, managing event calendars, handling invitations and RSVPs, meeting prep, agendas, and meeting minutes.
• This role also serves as the point person for all reporting related to event registration and attendance.
• This position handles the processing of invoices, gifts, and expense reports.
• While primarily assigned to the Alumni Relations team, this position also assists with projects in Clinical Programs if needed.
• Excellent organizational skills, strong written and verbal communication skills, and an ability to work with Excel and our database are all critical to this role.

ESSENTIAL FUNCTIONS

Administrative Support – Large Scale Events

• List management, timeline and calendar management, invitations and RSVP’s, preparation of event materials, day of event responsibilities, preparations of executive-level briefings, registration, acknowledgements, and follow-up.
• Assists with mailings, e-communications, digital media, and phone calls as required for each event.
• Supports events for all three schools, SMD, SON, and EIOH, including, but not limited to, reunion programming, Meliora Weekend, volunteer events, and student engagement programming.
• Helps to measure GO GIVE HELP CONNECT goals and metrics around event participation.
• Attends the Meliora Steering Committee and Meliora Registration meetings, representing the interests of SMD/SON/EIOH in Meliora Planning.

Administrative Support – Small Scale Events

• Primary lead staff member on specific, smaller events, including at least 2 SON Free Coffee Day events per year and other general alumni programming for SMD/SON/EIOH.
• Works closely with Advancement staff and lead volunteers to successfully execute events.
• Must be able to work with the alumni relations team to develop and maintain a set of standard operating procedures for event planning and execution.

Data Management

• Effectively utilizes Salesforce Ascend, RAX, CVENT, and Excel for event management and reporting on registration/attendance.
• Utilizes Ascend or RAX to manage the online calendar for URMC events and pulling strategic lists of constituencies to be engaged for events and programs.
• Ensures the proper coding of allocations, activities, committees, accounts, projects, and appeal codes.
• Processes gifts and other event revenue.
• Works with CVENT partners to ensure successful management of MELIORA Weekend registration.
• Responsible for pulling the Academic Programs' specific MELIORA Weekend reporting.

Program Support – Alumni Council & Class Notes

• Collects class notes for SMD/SON/EIOH and prepares notes to send to communication partners at each school.
• Updates Ascend to reflect any changes.
• Serves as point person for in-memorium notices and coordinates with associate and assistant directors to prepare communications for classes.
• Attends SMD Alumni Council Meetings and takes meeting minutes to distribute to the Council.

Financial Support

• Certified in P2P use and stays current on invoicing procedures.
• Utilizes Workday to process invoices in a timely manner.
• Stays current on expense report procedures and submits expense reports in a timely manner.
• Understands and prepares for upcoming changes as the University adds additional processes to Workday.
• Responsible for communicating invoice and payment procedures to staff members booking events, to ensure that vendors work with UR in accordance with University guidelines.

Senior Director, Engagement, and Gift Officer Support

• Supports Senior Director of URMC Alumni Relations, including calendar management, scheduling of meetings, travel arrangements, and other tasks as determined by the Senior Director.
• Meets with Engagement/Gift officers weekly.
• Manages calendars as needed, assisting with scheduling meetings internally and with external parties.
• Prepare reporting and other documents as needed.
• Compiles information for alumni or donor visits, mailings, and meetings.
• Updates alumni and donor information in Ascend.
• Assist with routine correspondence and add that information to entity records.
• Processes expense reports in a timely manner.

General Office Duties and Gift Processing

• Successfully communicates with all members of the team.
• Assist with mail, as needed, triaging mail for the department as assigned.
• Assist with copier maintenance and storage of supplies.
• Process gifts accurately and in a timely manner, as needed.
• Maintains all gift documents according to department guidelines.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree and 2 years of relevant experience, including at least some writing experience required or equivalent combination of education and experience.

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 New York, 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.