Leadership Program Assistant

University of Rochester • Rochester, NY

2d • Onsite

About The Position

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.

Requirements

• High School diploma required
• Or equivalent combination of education and experience

Nice To Haves

• 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.
• 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.

Responsibilities

• Assists with 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.
• 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.
• Maintains participant databases, completion tracking, workshop attendance, award tracking, recognition orders, and program documentation. Processes routine forms and maintain accurate records across leadership programs.
• 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.
• 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.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED