URMC Clinical, Research & Acad Programs Assistant

University of Rochester; United States; On-site; USD 34,000 - 48,000; Full time

Job summary

The University of Rochester is seeking an experienced executive assistant to support the Assistant Vice President for URMC Advancement and the URMC Development team in Rochester, NY. This full-time role manages calendars, coordinates meetings, travel, and prepares confidential materials with a high level of discretion.

The position includes donor-focused support, background research, meeting minutes, and event planning.

Qualifications

• Associate's degree and 4 years of related experience required.
• Bachelor's degree preferred.
• Or equivalent combination of education and experience.

Responsibilities

• Manages the time and calendar of the Assistant Vice President and URMC Advancement team.
• Represents the AVP in contacts with leadership, donors, alumni and trustees.
• Prepares background information for donor visits and meetings.
• Plans meetings and events, including travel, facilities, and catering.

Skills

Office procedures

Database entry

Customer service

Budget administration

Event planning

Education

Associate's degree

Bachelor's degree preferred

Job description

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 108 H

Compensation Range:

$25.14 - $35.24

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:

Serves as the principal assistant to the Assistant Vice President, URMC Research, Clinical, and Hospital Programs, as well as assigned members of the URMC Advancement team. Provides administrative support within the URMC Advancement department, and is responsible for performing a variety of advanced, complex assignments. Provides leadership to other support staff and processes highly confidential administrative information.

This role will report directly to the Supervisor, URMC Development Program Admin.

ESSENTIAL FUNCTIONS

• With general guidance regarding priorities, but with significant latitude for independent judgement, manages the time and calendar of the Assistant Vice President and other assigned team members of URMC Advancement.
• Manages competing demands on time, refers matters to be handled by others, and manages access to the Assistant Vice President and other assigned team members.
• Represents the Assistant Vice President in contacts with Medical Center leadership, chairs, faculty, trustees, donors, alumni and prospects, and University leadership.
• Assists the Assistant Vice President in managing Major Gift prospects, donor projects, stewardship and activities.
• Proactively relays and frequently anticipates the Assistant Vice President's needs, instructions, preferences, concerns, and recommendations to leadership and staff.
• Anticipates from leadership, staff, and volunteers the need for appropriate background materials for the Assistant Vice President for effective decision making and meeting preparation.
• Proactively prepares and compiles background information needed in preparation for donor visits, meetings, cultivation and solicitations, events and activities.
• Arranges and/or assists with follow-up meetings, correspondence and activities.
• Compiles, edits, and proofreads materials for fund raising reports, correspondence, presentations, proposals and publications.
• Prepares donor contact reports in Salesforce ascend system and assists with prospect follow-up.
• Serves as "quality control" for written materials. Edits and publishes meeting minutes as deemed appropriate by the Assistant Vice President.
• Plans and makes all administrative arrangements for the Assistant Vice President's meetings and special events, including meeting facilities and equipment, travel, reservations, special event catering needs, AV requirements and conference arrangements.
• Makes arrangements for visiting dignitaries, major donors, major gift prospects as directed by the Assistant Vice President
• Provides ongoing support through project management for critical, URMC Advancement administrative tasks, including review of budget ledgers for URMC Clinical, Research, & Hospital Programs and URMC Academic Programs, program management and unit assignments
• Reconciles expenses on behalf of the Assistant Vice President; processes travel and conference expense reports, request for payments.
• Responsible for reconciling expense reports of other departmental staff through Workday in preparation for signature by the Assistant Vice President and submission to finance.
• Tracks and manages time reporting and submission for the Assistant Vice President's direct reports.
• Implements and manages processes in partnership with the Assistant Vice President for donor relations and donor research, including assistance with tracking donor information and conducting research on prospective donors, alumni, and other stakeholders
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree and 4 years of related experience required
• Bachelor's degree preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning preferred
• Ability to effectively communicate and interact, both verbally and in writing, with all people 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.