URMC Academic Programs, Program Assistant III

About the role

The University of Rochester is defined by a deep commitment to Meliora – Ever Better, with shared values including equity, leadership, integrity, openness, respect, and accountability. This role supports the URMC Alumni Relations team and contributes to the planning and execution of large-scale events such as Meliora Weekend, while also assisting with projects in Clinical Programs as needed.

Responsibilities

• Administrative Support – Large Scale Events:
  • List management, timeline and calendar management, invitations and RSVPs
  • Preparation of event materials, day-of event responsibilities, executive-level briefings, registration, acknowledgements, and follow-up
  • Assists with mailings, e-communications, digital media, and phone calls as required for each event
  • Supports events for SMD, SON, and EIOH, including reunion programming, Meliora Weekend, volunteer events, and student engagement programming
  • Helps measure GO GIVE HELP CONNECT goals and metrics around event participation
  • Attends Meliora Steering Committee and Meliora Registration meetings, representing SMD/SON/EIOH interests
• Administrative Support – Small Scale Events:
  • Primary lead staff member for smaller events, including at least 2 SON Free Coffee Day events per year and other alumni programming
  • Works closely with Advancement staff and lead volunteers to successfully execute events
  • Develops and maintains standard operating procedures for event planning and execution
• Data Management:
  • Utilizes Salesforce Ascend, RAX, CVENT, and Excel for event management and reporting on registration/attendance
  • Manages online calendar for URMC events and pulls strategic lists of constituencies for engagement
  • Ensures proper coding of allocations, activities, committees, accounts, projects, and appeal codes
  • Processes gifts and other event revenue
  • Works with CVENT partners to manage Meliora Weekend registration
  • Pulls Academic Programs-specific Meliora Weekend reporting
• Program Support – Alumni Council & Class Notes:
  • Collects class notes for SMD/SON/EIOH and prepares notes for communication partners
  • Updates Ascend to reflect changes
  • Serves as point person for in-memoriam notices and coordinates communications for classes
  • Attends SMD Alumni Council meetings and takes minutes for distribution
• Financial Support:
  • Certified in P2P use and stays current on invoicing procedures
  • Utilizes Workday to process invoices in a timely manner
  • Stays current on expense report procedures and submits reports promptly
  • Understands and prepares for Workday process changes
  • Communicates invoice and payment procedures to staff booking events to ensure vendor compliance with University guidelines
• Senior Director, Engagement, and Gift Officer Support:
  • Supports Senior Director of URMC Alumni Relations with calendar management, scheduling meetings, travel arrangements, and other tasks
  • Meets with Engagement/Gift officers weekly
  • Manages calendars, schedules internal and external meetings, prepares reporting and documents
  • Compiles information for alumni or donor visits, mailings, and meetings
  • Updates alumni and donor information in Ascend
  • Assists with routine correspondence and updates entity records
  • Processes expense reports in a timely manner
• General Office Duties and Gift Processing:
  • Communicates effectively with team members
  • Assists with mail triage and copier maintenance
  • Processes gifts accurately and maintains gift documents according to department guidelines

Requirements

• Associate’s degree and 2 years of relevant experience, including at least some writing experience
• Or equivalent combination of education and experience

Skills

• Excellent organizational skills
• Strong written and verbal communication skills
• Proficiency in Excel and database systems
• Ability to manage large-scale events and timelines
• Experience with Salesforce Ascend, RAX, CVENT, and Workday is beneficial

Pay

The compensation range is $23.27 – $32.60 per hour. Individual salaries will be set within this range based on market data, education, experience, qualifications, internal equity, and other relevant factors.