Special Events Program Assist

Rochester, NY


General Purpose:

The Special Events Program Assistant supports the activities of the Special Events team. Reporting to the Executive Director of Advancement Event Initiatives, and with moderate direction and latitude for independent judgment, the coordinator assists with a wide range of special event activities in support of annual goals.

The assistant will oversee the event registration process for up to 20 high-visibility donor events per year; manage, design, and send communications to event invitees and attendees; coordinate Advancement’s zoom and virtual event activity; provide exceptional customer service to both external audiences and internal colleagues, coordinate faculty and student travel logistics; and other event responsibilities.

This role involves interaction with alumni, donors, University staff, and other constituents. The ideal candidate will have a background in customer service and/or administrative support and will have the ability to balance multiple projects and demands.


Event Registration:

  • With minimal direction, manage the event registration process for approximately 20 events per year. Tasks will include:

  • Assisting with invitation list development and invitation mailings

  • Creating on-line registration pages

  • Managing events and registering attendees in OASIS database

  • Tracking RSVP status and keeping registration lists up to date

Communications Support:

  • Marketing Messages – Manage, do light design work, edit, and send messages to event invitees and event attendees. Upload invitation lists and download relevant reports. Utilize basic design skills to create clean messages with a sophisticated feel.

  • Video editing – Download videos (from Zoom or other) and manage minor edits to remove errors and create clean and polished final products.

Event Assistance:

  • Building Trello cards or utilizing other project management tools

  • Printing nametags; packing and shipping event supplies

  • Manage faculty and student travel – Book travel for faculty and students and manage travel briefings. Assist with processing expense reports after the event.

  • Book photographers for events

  • Manage online photo albums – After events, collect and circulate electronic photo albums.

  • Provide on-site staff support as needed – Assist at occasional local evening and weekend events.

  • Assist with team meetings and retreats

Zoom webinar management:

  • Manage Advancement’s three Zoom webinar accounts. Schedule webinars for Special Events and other departments throughout Advancement. Assist other Advancement departments with webinars as needed. Download reports and videos and circulate to staff as appropriate.

Other duties as assigned

  • Special Projects


Two years of post-high school employment or the equivalent required. Bachelor’s degree preferred.

2-3 years of work experience or an equivalent combination of experience and training required.

Experience in higher education, fundraising, or non-profit administration is strongly preferred.


Excellent interpersonal and communication skills are essential, as are diplomacy and a team-oriented approach

Advanced Computer skills in the following:

  • Microsoft Office, especially Word, Excel, PowerPoint

  • Zoom

Familiarity of or willingness to learn the following:

  • Email marketing software

  • OASIS (with training)

  • Adobe Creative Suite including InDesign, Photoshop, Illustrator, and Premiere Pro

Demonstrated ability to set priorities in successfully accomplishing projects.

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

Demonstrated commitment to excellence and outstanding customer service

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

Location: Central Administration
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051
Schedule: 8 AM-5 PM; SOME WKENDS/HOL