Business Administrator to AVP of Advancement

Rochester, NY


Serves as principal administrative agent to the Associate Vice President for University Advancement and for all units under their management. Serves as an active member of the Executive Management Team and the Senior Leadership team: provides office supervision and administrative support; manages the general office, relative administrative services and assists with prospect/donor communications on behalf of the Associate Vice President of Advancement, University Advancement. Acts as liaison between departments, deans, Office of the Senior Vice President and Chief Advancement Officer, and heads of department in Advancement in managing specialized support functions within Advancement.

Provides assistance with all development office events and works in close collaboration with the support teams of Regional Advancement and the Multidisciplinary Units, including the School of Arts and Sciences, Hajim School of Engineering, the College, Athletics, River Campus Libraries, Student Life, and parents fundraising.


Administrative Support

  • Assists the Associate Vice President in managing Major Gift prospects, donor projects, stewardship and activities such as high-level calendaring and acknowledgement letters for board of trustees, volunteers and high level donors. Advises the Associate Vice President on scheduling prospect visits during regular meetings/discussions.

  • Anticipates from leadership, staff and volunteers the need for appropriate background materials for the Associate 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 follow-up meetings, correspondence and activities. Compiles, edits, and proofreads materials for fundraising reports, correspondence, presentations, proposals and publications. Prepares and composes correspondence for the Associate Vice President. Prepares and/or assists with donor contact reports and processing gift input forms. Composes, edits and publishes meeting minutes as deemed appropriate by the Associate Vice President.

Administrative Communications

  • Represents the Associate Vice President of University Advancement in communications with Advancement and University leadership, staff, chairs, faculty, trustees, donors, alumni, prospects, the press, corporate and government officials. Maintains a high level of decision making and communication on behalf of the Associate Vice President.

  • Informs University leadership of new policies for units as indicated by the Associate Vice President. Relaying and (frequently anticipating) the Associate Vice President’s instructions, preferences, concerns, and obtaining reports or recommendations. Assures that University officials and others concerned are informed of decisions.

Collaborative Support

  • Supports and collaborates with all support staff and the Assistant Director of Events and Volunteer Engagement.

  • Assists with event related tasks including but not limited to mailings, invitations, and follow-ups.

  • Performs administrative tasks as needed for volunteer groups.

  • Participates in weekly team meetings with Regional Advancement and Multidisciplinary Unit support teams.

Discretionary support under the Associate Vice President, including:

  • Manages the units’ interview process working closely with Advancement’s Human Resources, outside search consultant and unit hiring managers for high level positions which includes review of candidates and strategic efforts to ensure a quality interview process, collection of feedback and reference checks, final strategic efforts on identifying the final candidate.

  • Interviews all support staff candidates in these units as well as for all other Advancement departments and provides feedback to Advancement HR and hiring managers.

  • Assiststhe office administrative support to include collaborating with senior leaders to finalize performance assessment for performance evaluations.

  • Assists and works with Advancement Human Resources with all related personnel actions and schedules, creates agenda and participates in biweekly/monthly meetings with Advancement HR to review status on outstanding HR topics.

  • Manages the payroll process and approval of timesheets for all Associate Vice President staff and direct reports.

Budget and Finance Liaison for all units under the Associate Vice President

  • Manages the reconciliation of monthly expenses and accounting ledgers.

  • Assists and works with Advancement Finance staff on the budgeting process.

  • Assists and works with Advancement Finance staff in the preparation of data for financial and departmental reports.

  • Reviews and approves invoices, travel expense reports and requests for payments.

Other duties as assigned.


  • College graduation or an equivalent combination of experience and training required.

  • Three to five years related work experience including at least three years in administrative capacity in an academic office or project management or equivalent experience in business required.

  • Excellent interpersonal and communication skills along with diplomacy and team orientation required.

  • Advanced Computer skills in Microsoft Office (especially Excel, Outlook, and PowerPoint) required.

  • Exceptional attention to detail and ability to plan, prioritize, and track details, multiple tasks required.

  • Demonstrated ability to successfully work independently as well as collaboratively with others on a team

  • Solid relationship-building skills and an ability to interface with internal clients at all levels, including Advancement staff, University faculty and administrations, and external vendors and suppliers

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

  • Flexibility – given the changing demands of executing a capital campaign, responsibilities within this position may change

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: $46,987 - $65,790 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