Program Assistant URMC Clinical Programs

Rochester, NY


Position Overview:

This position will support the URMC Alumni Relations team, assisting with the planning and implementation of events including Meliora Weekend. Support includes, but is not limited to, managing event calendars, handling invitations and RSVPs, meeting prep, agendas, and meeting minutes. This role also serves as the point person for all reporting related to event registration and attendance. This position handles the processing of invoices, gifts, expense reports. While primarily assigned to the Alumni Relations team, this position also helps with projects in Clinical Programs if needed. Excellent organizational skills, strong written and verbal communication skills and an ability to work with excel and our data base are all critical to this role.


Administrative support for larger events including, but not limited to, list management, timeline and calendar management, invitations and RSVP’s, preparation of event materials, day of event responsibilities, preparations of executive level briefings, registration, acknowledgements, and follow-up. Will assist with mailings, e-communications, digital media, and phone calls as required for each event. Supports events for all three schools, SMD, SON, and EIOH including, but not limited to, reunion programming, Meliora Weekend, volunteer events, and student engagement programming. Responsible for the daily maintenance of all UR-wide calendars and the dissemination of upcoming event details to appropriate audiences. Helps to measure GO GIVE HELP CONNECT goals and metrics around event participation. Will attend Meliora Steering Committee meetings representing the interests of SMD/SON/EIOH in Meliora Planning.

Takes the lead on specific smaller events including 2 SON Lunch/Learn events per year and other general alumni programing for SMD/SON/EIOH. In addition to event specific tasks outlined above, this position will work closely with Advancement staff and lead volunteers to successfully execute events. Must be able to work with the alumni relations team to develop and maintain a set of standard operating procedures for event planning and execution. Maintains a current preferred vendor listing of approved caterers and vendors.

Must effectively utilize Oasis and CVENT for event management and reporting on registration/attendance. Oasis will be used to manage the online calendar for URMC events, pull strategic lists of constituencies to be engaged for events and programs, and ensures the proper coding of allocations, accounts, premiums, projects and appeal codes. This role will process gifts and other event revenue. Must work with CVENT partners to ensure that we can get the reporting we need to successfully manage MELIORA WEEKEND registration.

Supports the Alumni Relations Program. Collects class notes for SMD/SON/EIOH and prepares notes to send to our communication partners at each school. Updates Oasis to reflect changes. This role is the point person for in memorium notices and coordinates with associate and assistant directors to prepare communications for classes. Also attends SMD Alumni Council Meetings and takes notes to distribute to the Council.

Effectively Utilizes Workday. Must be certified in P2P and stay current on invoicing procedures. Processes invoices in a timely manner. Stays current on expense report procedures and submits expense reports in a timely manner. Understands and prepares for upcoming changes as the University adds more processes to Workday. This role is also responsible for communicating invoice and payment procedures to those booking events, to ensure that vendors work with us in accordance with University guidelines.

Direct Support of the Senior Director. This role offers support as needed regarding calendar management, scheduling of meetings, travel arrangements and other tasks as determined by the Senior Director.

Other duties as assigned by the Project and Support Coordinator, the Executive Director for URMC Academic Programs, and the Senior Director for URMC Alumni Relations.


  • Bachelor’s Degree (preferred)

  • Two to three years of development experience, preferably in an academic medical center, or equivalent combination of education and experience

  • Excellent Skills utilizing Microsoft Office Products. Ability to communicate effectively in writing and verbally.

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: $ 20.38 - $ 28.56 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.

Location: Central Administration
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051
Schedule: 8 AM-4:30 PM