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 Sub@type:
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:
$23.06 - $32.29
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:
GENERAL PURPOSE
This role provides comprehensive administrative support to key leadership, including an Executive Director and up to six Regional Gift Officers. Responsibilities include managing calendars, preparing reports and documents, and supporting gift officers through bi-weekly meetings, donor visit preparations, and proposal creation. The position involves processing expense reports, invoices, and updating Ascend, Workday, and other systems to ensure accurate and timely financial management and data updates. This position proactively relays and frequently anticipates the Executive Directors needs pertaining to their management of the staff members. This includes instructions, preferences, concerns and recommendations to leadership and staff.
Additionally, the role manages the tracking of monthly financial performances as well as being responsible for ordering supplies for the Regional Advancement team.
ESSENTIAL FUNCTIONS
Direct Leadership Support
Provides administrative support to the Executive Director.
Manages calendars as needed.
Prepares reporting and other documents as needed.
Anticipates and communicates the Executive Director's instructions, preferences, and concerns to staff and leadership.
Proactively supports the Executive Director in managing staff by relaying key guidance and recommendations.
Direct Gift Officer Support (approximately 6 major gift officers)
Provides administrative support to the team (4-6 gift officers)
Meets with gift officers on the team bi-weekly.
Manages calendars as needed.
Prepares reporting and other documents as needed.
Compiles information for donor visits, itineraries, mailings, and meetings.
Creation of proposals on behalf of the gift officers.
Updates gift officer pipeline as needed
Communication: Ability to interact with high level donors, senior executives, and staff
Financial Tracking & Regional Support Services
Provides financial and ledger support, tracking monthly financial performance.
Collaborates with departments to resolve outstanding or incorrect transactions in a timely manner.
Ensures financial data accuracy and consistency across reports and internal systems.
Communicates updates and discrepancies to the Assistant Vice President, Regional.
Manages ordering and inventory of supplies for the regional team, ensuring timely procurement and cost efficiency.
Processing Expense Reports, Invoices, Oasis Updates
Maintain current training and certifications in Oasis, Workday, and other technologies available.
Handle invoices and expense reports in a timely manner.
Develop a thorough understanding of OASIS and successfully pull reports, update donor and alumni data, and research gifts/allocations as needed.
Gift Processing
Process gifts accurately and in a timely manner as needed
Other duties as assigned
MINIMUM EDUCATION & EXPERIENCE
Bachelor's Degree required.
Two years of relevant experience, particularly in an administrative capacity in an academic office, project management, or equivalent experience environment required.
And/or equivalent combination of education and experience required.
KNOWLEDGE, SKILLS AND ABILITIES
Excellent interpersonal and communication skills along with diplomacy and team orientation required.
Advanced Computer skills in Microsoft Office (especially Excel) and OASIS (with training) required.
Exceptional attention to detail and ability to plan, prioritize, and track details, multiple tasks required.
Demonstrated ability to successfully work independently as well as collaboratively with others on a team required.
Solid relationship-building skills and an ability to interface with internal clients at all levels, including Advancement staff, University faculty and administrations, and external vendors and suppliers required.
Ability to work as a member of a team to accomplish objectives
Flexibility - given the changing demands of executing a capital campaign, responsibilities within this position may change required.
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.
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Learn. Discover. Heal. Create.
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.
