URMC Clinical, Research & Acad Programs Assistant

University of Rochester

5d•$25 - $35•Onsite

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

Requirements

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

Nice To Haves

Bachelor's degree preferred
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

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.
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.