Advancement Assistant Director

Rochester, NY


The associate director, with minimal direction and with latitude for independent judgment, is responsible for planning and implementing signature event registration processes and reporting including management of vendor (Cvent) and development of the registration site, internal event database content, customer service processes, and on-site registration. He/She is responsible for top quality customer service both internally and externally including onsite registration and internally with schools and units and manages a team to execute the registration strategy. Signature events include the bi-annual Volunteers in Partnership Leadership Conference and Meliora Weekend. In collaboration with the leadership team of Alumni Relations and Constituent Relations, the associate director will also manage signature event program reporting and manage data projects for ARCE as identified.


Signature Event Management and Implementation

  • Develop, plan and execute event registration for signature events, including the Volunteers in Partnership Leadership Conference and the university-wide event, Meliora Weekend that encompasses 8,000-12,000 registrants, including program coordination, management of the registration committee, online experience for guests, tracking and reporting, and overall registration and ticketing processes.

  • When appropriate, coordinate registration processes for campuses including ESM, SMD and SON to ensure proper registration management.

  • Serve as lead contact for third party registration vendor.

Signature Event Customer Service Lead

  • Coordinate with all schools and units to ensure quality customer service and registration management, communication with partners and attendees, and onsite execution for River Campus, SMD, SON and ESM when appropriate.

  • Manage and oversee customer service experience including web, mail, telephone, and in-person processes.

Signature Event Data Management:

  • Ensure quality of reporting for signature event programs and attendees.

  • Develop and implement annual event management and database systems upgrades with IT staff.

  • Train and supervise Advancement staff on all pre-event and onsite registration.

  • Serve as a member of the VIP planning committee, Meliora Weekend Steering and Workgroup Committees.

  • Oversee the VIP and Meliora Weekend Registration Committee.

ARCE Data Management:

  • In collaboration with the leadership team of Alumni Relations and Constituent Relations, help manage and execute data projects for ARCE as identified.

  • Data entry and maintenance of events, volunteer, and other engagement information in the Advancement database; updating various volunteer, attendance, and event related spreadsheets; running and creating various reports from database including but not limited to, preexisting and new reports for mailings/emails, event, and volunteer activity; updating biographic information for constituents in database; working with various constituents on specific projects that require customer service, tracking, and coordination.

  • Liaison to ARCE support staff to oversee and maintain ARCE event data integrity and engagement goals, including over 250+ events and volunteer meetings per fiscal year.


  • Management and oversight of the Meliora Weekend TAR position.

  • Provides oversight and guidance for the Meliora Weekend TAR position including reporting needs and Cvent.

General Support:

  • Field miscellaneous inquiries from alumni.

  • Other tasks and duties as assigned by the Director of Alumni Relations and Constituent Relations

Other duties as assigned


  • Bachelor’s degree required

  • 5-7 years of alumni relations, development, event planning or comparable experience.

  • Higher-education experience preferred.

  • OR equivalent combination of educations and experience required.

  • Proven qualities of initiative, creativity, team orientation, and a commitment to client/customer service required.

  • Ability to manage multiple projects in a fast-paced, deadline-driven environment required.

  • Excellent oral, written, organizational, and interpersonal skills required.

  • Ability to work as a member of a team to accomplish objectives required.

  • Experience in a development office or higher education setting preferred.

  • Experience with computer technologies and sophisticated software applications required.

  • Experience with Microsoft Office, Word, Excel, or Access preferred.

  • A personal belief in mission, goals and objectives of private higher education and a desire to change the world required

  • Some evening and weekend work required

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: $60,431 - $84,603 Annually

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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Location: Central Administration
Full/Part Time: Full-Time