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University of Rochester Administrative Assistant, Regional Advancement - 232734 in Rochester, New York

Administrative Assistant, Regional Advancement Job ID 232734

Location Central Administration Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Ofc Sr Vice Pres Advancement




Position Summary:

Requiring highly advanced secretarial skills and proficiency, the successful candidate has primary responsibility for supporting an Executive Director and up to five Regional Directors as assigned. Provides comprehensive administrative support for the Executive Director and the assigned Regional Directors activities with major gift prospects and donors, their travel and their management responsibilities. The multi-faceted support provided by the Administrative Assistant is critical to the efficient and effective functioning of the office. 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. This position reports to the Regional Support Coordinator.

Specific Responsibilities:

  • 20% Supports individual donor activity of Executive Director and assigned Regional Directors. Serves actively in the role of a “prospect manager” by proactively aiding the Executive Directors and assigned Regional Directors in managing their prospects through effective use of the OASIS donor tracking system and prompt follow-up on activity. Responsible for entry of contact reports, updating of donor records and strategies. Draft, edit and assist with donor correspondence and proposal preparation. Assist Executive Directors and assigned Regional Directors with event planning in their regions, including Excel mail merges, RSVPs and staffing local events when required.

  • 20% Maintains and actively manages Executive Directors and assigned Regional Directors calendars and time with little guidance as to priorities. Coordinates competing demands on time, refers matters to be handled by others and manages access to Executive Directors and assigned Regional Directors as appropriate. Assists Executive Directors and assigned Regional Directors in the management of their tasks, projects and priorities with a focus on enabling them to meet their goals and deadlines.

  • 20% Supports regional travel and activities. Coordinates regional travel and donor activity for the Executive Directors and assigned Regional Directors, including itinerary preparation, prospect research, prepare informational prospect packets, transportation, lodging, donor appointments (place phone calls to prospects to confirm or alter meetings as necessary) and preparation of all other appropriate materials. Reconciles expenses on behalf of Executive Director and assigned Regional Directors, processes travel expense reports and requests for payments in a timely fashion. Assist with the coordination of conference scheduling attended by Executive Directors and/or Regional Directors, including registration, travel arrangements, exhibitor preparations and all other appropriate materials.

  • 15% General administrative support. Work collaboratively to run, compile and maintain standard management reports/spreadsheets to assist in effective management of the department. Spearheads the production/requesting and preparation of monthly reports related to budgets, staff performance as well as reports to share with clients in unit and school offices. Plans and makes all administrative arrangements for Executive Directors and assigned Regional Directors meetings and special events, including preparing agendas, meeting facilities and equipment, reservations, catering, AV requirements and conference arrangements. Makes arrangements for visiting key volunteers, major donors and major gift prospects.

  • 10% Financial/ledger support. Manages tracking of monthly financial performance and prepares to report to the Regional Support Coordinator and/or the Associate Vice President for Arts, Sciences, Engineering and University Advancement. Coordinates outstanding and/or correcting transactions with appropriate entities until resolved.

  • 5% Regional Library. Updating and general maintenance of the materials in the library used by the Regional staff when preparing for visits with University alumni and donors. This will require working with coordinating department to obtain new and updated materials.

  • 5% Other duties as required by the Executive Directors or the Associate Vice President for Arts, Sciences, Engineering and University Advancement. In addition to the other duties that will arise from time to time, may occasionally be asked to provide back-up coverage to the Regional Support Coordinator for the office and the Associate Vice President for Arts, Sciences, Engineering and University Advancement

  • 5% Ongoing learning and training. Will need to develop expertise with the prospect management system and other Advancement systems and protocols. Will also need to stay informed about University activities, events, fundraising priorities, etc. meeting the requirements of Advancement’s Academy of Professional Development.

Skills Required:

Proven ability to work with different executive styles; accuracy, follow-through, communication and attention to detail are key components of this position. Highly advanced computer skills working in Microsoft Office in particular Word, Excel and e-mail and ability to navigate new database systems are required. OASIS database knowledge is a plus. This position necessitates good judgment, assertive problem-solving, a team player, strong customer relations and organizational skills. Candidate should be comfortable working with confidential donor information. The successful candidate will be a mature individual with the ability to adjust to changing priorities and challenges in a team environment. Must be able to interact with Advancement and University leadership, staff, alumni and donors.


Bachelor’s degree and/or equivalent combination of experience and training; a minimum of three years of relevant administrative experience.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled