URMC Academic Programs, Program Assistant III

Responsibilities

• 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.
• Supports mailings, e-communications, digital media, and phone calls as required for each event.
• Helps to measure GO GIVE HELP CONNECT goals and metrics around event participation.
• Attends the Meliora Steering Committee and Meliora Registration meetings, representing the interests of SMD/SON/EIOH in Meliora Planning.
• Primary lead staff member on specific, smaller events, including at least 2 SON Free Coffee Day events per year and other general alumni programming for SMD/SON/EIOH.
• Works closely with Advancement staff and lead volunteers to successfully execute events.
• Develops and maintains a set of standard operating procedures for event planning and execution.
• Utilizes Salesforce Ascend, RAX, CVENT, and Excel for event management and reporting on registration/attendance.
• Ensures the proper coding of allocations, activities, committees, accounts, projects, and appeal codes.
• Processes gifts and other event revenue.
• Manages the online calendar for URMC events and pulls strategic lists of constituencies to be engaged for events and programs.
• Responsible for pulling the Academic Programs' specific MELIORA Weekend reporting.
• Collects class notes for SMD/SON/EIOH and prepares notes to send to communication partners at each school.
• Updates Ascend to reflect any changes.
• Serves as point person for in-memorium notices and coordinates with associate and assistant directors to prepare communications for classes.
• Attends SMD Alumni Council Meetings and takes meeting minutes to distribute to the Council.
• Certified in P2P use and stays current on invoicing procedures.
• Uses Workday to process invoices in a timely manner.
• Stays current on expense report procedures and submits expense reports in a timely manner.
• Communicates invoice and payment procedures to staff members booking events, ensuring vendors work with UR in accordance with University guidelines.
• Supports Senior Director of URMC Alumni Relations, including calendar management, scheduling of meetings, travel arrangements, and other tasks as determined by the Senior Director.
• Meets with Engagement/Gift officers weekly.
• Manages calendars as needed, assisting with scheduling meetings internally and with external parties.
• Prepares reporting and other documents as needed.
• Compiles information for alumni or donor visits, mailings, and meetings.
• Updates alumni and donor information in Ascend.
• Aid in the preparation of expense reports in a timely manner.
• Successfully communicates with all members of the team.
• Assist with mail, as needed, triaging mail for the department as assigned.
• Assist with copier maintenance and storage of supplies.
• Process gifts accurately and in a timely manner, as needed.
• Maintains all gift documents according to department guidelines.
• Other duties as assigned.

Qualifications

• Bachelor's degree and 2 years of relevant experience, including at least some writing experience required.
• Or equivalent combination of education and experience.