Development Program Assistant

University of Rochester

39d•$23 - $32

About The Position

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. This role provides comprehensive administrative support to key leadership, including the International Executive Director and the Executive Director of the NYC Team, Regional Advancement. 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 OASIS, Workday, and other systems to ensure accurate and timely financial management and data updates. Additionally, the role encompasses international support, including managing international gift-giving customs, maintaining country-specific reports, coordinating international travel for senior staff, and preparing multi-currency expense reports. Effective communication with high-level donors, senior executives, and staff is essential.

Requirements

Bachelor's degree required
2 years of relevant experience or equivalent combination of education and experience required
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.
Flexibility – given the changing demands of executing a capital campaign, responsibilities within this position may change required.

Responsibilities

Provides administrative support to the International Executive Director, Regional Advancement
Provides administrative support to the Executive Director of the NYC Team, Regional Advancement.
Manages calendars as needed.
Prepares reporting and other documents as needed.
Provides administrative support to the NYC team (4-6 gift officers)
Meets with gift officers on the NYC 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
Ability to interact with high level donors, senior executives, and staff
Communication on behalf of the gift officer, facilitating onboarding of new members, minutes, as well as managing all supporting documentations.
Gain understanding and manage international gift giving customs for donor visits, maintaining an adequate supply of appropriate gifts for various constituencies.
At the direction of the International Executive Director, maintain country specific reports as well as prospecting opportunities.
Coordinate international travel for provosts, deans, and directors with senior support staff across all University of Rochester schools and units and assist with the Executive Director's international travel plans.
Prepare expense reports in multiple currencies and track annual trip expenditures for the Foreign Activities Reporting requirement.
Ability to interact with high level donors, senior executives, and staff
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.
Process gifts accurately and in a timely manner as needed.
Other duties as assigned.