MCDE Administrative Coordinator

Rochester, NY

GENERAL PURPOSE:

With minimal direction and with latitude for independent judgment, serves as a principal administrative agent to the Associate Vice President of Marketing Communication + Donor Engagement including all units under her / his management, and also serves as a member of the Donor Engagement team. Provides office supervision and administrative support, manages the accounts payables and other department level financial matters, and oversees relative administrative services. Manages AVP’s calendar and scheduling and serves as liaison with external and internal constituents such as donors, alumni, faculty, and UR leadership. As a member of the Donor Engagement team, responsible for assigned stewardship and donor relations tasks such as writing and distributing acknowledgments, participating in planning and executing events, developing communication materials such as presentation materials, and general administrative responsibilities.

RESPONSIBILITIES:

FINANCIAL MANGAGEMENT:

Budget Management:

  • Oversee financial transactions and budgets for the MCDE division, ensuring compliance with University policies and staying within budget parameters to support department managers and team activities.

  • Perform monthly reconciliations of departmental budgets to the general ledger.

  • Manage departmental ledgers, ensuring accurate and timely tracking of all spending.

Billing

  • Manage all charge entry, collections, and pre-authorizations/prior approvals for the department.

  • Ensure accurate and timely completion of all billing-related activities.

Procurement:

  • Produce RFPs, RUSH Requests, Purchase Requisitions, and Terms & Conditions for Marketing Communications and Donor Engagement as required.

  • Initiate and obtain authorizations for orders of equipment, supplies, and services.

  • Serve as the primary liaison to department suppliers and independent contractors, ensuring accurate and timely completion of all contractor forms.

P-Card Administration:

  • Function as the P-Card administrator for all transactions from groups within Marketing Communications and Donor Engagement.

ADMINISTRATIVE MANAGEMENT:

Meeting Coordination:

  • Coordinates and participates in meetings associated with the various Advancement units managed by the AVP.

  • Prepares agendas, meeting materials, and maintains follow-up action items.

  • Serves as a member of the AVP's Executive Team.

Schedule Management:

  • Manages the AVP's electronic calendar, prioritizing competing demands on time, referring matters to others, and controlling access to the Associate Vice President.

Travel Management:

  • Manages travel arrangements and prepares materials for the AVP's business trips, which involve interactions with Advancement and University leadership, faculty, donors, and alumni.

  • Reconciles all financial expenditures post-trip.

Payroll Management

  • Manages the payroll process and approves timesheets for direct reports of the AVP and Executive Director.

Supervision

  • May supervise, coach or lead other administrative staff in the department, temporary staff or student staff.

DONOR ENGAGEMENT:

Acknowledgement Management:

  • Manages University General and other acknowledgment programs within Donor Engagement’s purview.

  • Generates and proofs acknowledgement reports, writes letters based on approved templates, secures necessary approvals and signatures, and manages mailing.

Event Planning and Execution:

  • Actively participates in planning and executing DE events, both external and internal.

  • Serves on planning teams, reviews invitations, agendas, and registrations, monitors logistics, and executes day-of responsibilities.

Donor Gift Management:

  • Manages donor gift inventory, works with suppliers to purchase appropriate items, helps gift officers and other Advancement staff with gift selection, and manages special projects.

Reporting and Metrics:

  • Maintains metrics and reports for Donor Engagement projects.

Executive Support:

  • Supports the Executive Director with some administrative tasks such as calendar and meetings, expense reports, and reporting.

DEPARTMENT AND SPECIAL PROJECTS:

  • Serves as principal administrative agent with lead responsibilities for projects assigned by the AVP and ED.

  • Coordinates departmental events such as team meetings, presentations, retreats, and team building.

  • Creates presentation materials and reports to support the work of AVP and Donor Engagement. Does necessary research and brainstorming to develop new, creative ideas.

  • Manage data in OASIS/CRM to include but not limited to gift processing, data integrity, and reporting

Other duties as assigned

QUALIFICATIONS:

Required:

  • Bachelor's degree; or equivalent combination of education and experience.

  • At least 3+ years of work experience in an administrative capacity supporting senior leadership in an academic office or project management or equivalent experience in business.

  • Excellent interpersonal and communication skills along with diplomacy and team orientation; positive attitude.

  • Strong business writing and creativity ability.

  • Advanced Computer skills in Microsoft Office (especially Excel) and OASIS (with training).

  • Exceptional attention to detail and ability to plan, prioritize, and track details of multi-stage projects and multiple tasks.

  • 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.

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: $22.59 - $31.63 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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Full/Part Time: Full-Time
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