Administrative Assistant IV

Rochester, NY

GENERAL PURPOSE:

This is a 24 hour/week position. With minimum direction and considerable latitude for independent judgment, acts as primary support for a range of Del Monte Institute for Neuroscience (DMIN) initiatives, including management of donor giving and the Del Monte Pilot Grants Program. Prepares the Schmitt Foundation Board and other significant meeting’s materials. Directly provides problem-solving as needed. Comprehends University and URMC policies and procedures, analyzes information and situations, and makes judgments to facilitate optimal and timely outcomes. Possesses strong organizational and interpersonal skills, the ability to work collaboratively with a focus on providing excellent customer service, and the ability to manage competing demands in a professional manner. Knowledgeable of brand management and graphic design.

RESPONSIBILITIES:

Donor Gift Support:

Builds, implements, updates, and maintains data management tools to enable timely and accurate tracking and reporting of gift activity. Develops, implements, and executes a letter-writing protocol for the timely/periodic/ongoing acknowledgement and thanking of gifts received. This includes writing of thank you letter templates appropriate for various types and levels of gifts, and customizing when appropriate for maximum relevance and effectiveness. Builds ad-hoc and annual reports.

Del D Del Monte Pilot Grant Program:

Accountable for the solicitation, receipt, review, and follow up of annual updates of previously funded grants for up to 10 years. Develops and maintains a detailed tracking spreadsheet and generates periodic and annual reports for Del Monte Director and Executive Director. Writes all letters to appplicants of funded and unfunded applications.This is a ~ $750K annual program, the largest at the university.

Schmitt Board and other significant meetings:

Prepares the majority of materials including slide preparation for the annual Schmitt Foundation Board meeting. Successful creation of these documents requires the ability to translate dense data and information into graphic designs that are uniform, engaging, clear, concise, and user-friendly for all audiences. The Schmitt Board provides $300K annually to fund multiple programs. They have been provided continuious gifts for almost 25 years. A complex set of data is presented to the Board on use of funds and process surrounding use of gifts.

Branding/Graphics:

Understands use of brand management, information analysis, and design expertise to effectively organize and translate raw content into on-brand, compelling, user-friendly graphics (for print and web) and documents. Liaises with Marketing for compliance with University/Medical Center brand guidelines.

Schedules, coordinates, and manages all Del Monte or Neuroscience special events. Schedules space, technical support and catering needs. Creates and electronically distributes announcements of seminar series, academic events and meeting schedules to attendees via Slack and/or email. Manages arrangements for travel, hotel accommodations and registration as well as organizing meeting itineraries for visiting faculty and external speakers. Processes reimbursements and honoraria.

Other projects and job duties as assigned.

QUALIFICATIONS:

Required:

  • Associate's degree.

  • 2 years of relevant administrative experience.

  • Or equivalent combination of education and experience.

  • Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc.

  • 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.

  • Proven ability to interact with all levels of faculty and staff in a professional manner and with people across diverse backgrounds and cultures.

  • Excellent interpersonal and communication (including written communication) skills focused on customer service.

  • Must possess strong organizational skills and attention to detail.

  • Shows initiative and resourcefulness in managing priorities.

Preferred:

  • Expertise in graphic design for printing and web; including Adobe Creative Suite: Photoshop, Illustrator, and or InDesign

  • Intermediate knowledge of hardware and software functionality preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

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.

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