Sup, Development Program Admin

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

300 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100006 Ofc Sr Vice Pres Advancement

Work Shift:

UR - Day (United States of America)

Range:

UR URG 110

Compensation Range:

$61,000.00 - $85,400.00

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.

Responsibilities:

Responsible for overseeing all administrative activities within the department, managing daily operations primarily in human resources, reporting, expense management, and support services. Recommends policies and guidelines for departmental activities. Develops, manages, and controls budgets with the goal of maintaining 100% accuracy leveraging systems to monitor, control, and verify expenditures while conducting financial analyses. Reviews and approves expense reports, time off requests, human resources actions, and invoices. Manages all physical space rehabilitation for the team, with the goal of maximizing allotted space. Often manages the preparation and administration of endowed fund agreements involving diverse funding sources and numerous cross departmental internal partners. Approves and initiates requests for support services. Supports human resources activities, including resume review, interview coordination, and hiring for the administrative team. May supervise a staff of administrative support professionals or other team members if needed.

ESSENTIAL FUNCTIONS

Direct Leadership Support

• Provides administrative support to the Assistant VP, Regional Advancement
• Manages calendars
• Processing expense reports
• Prepares reporting and other documents as needed.
• Compiles information for donor visits, itineraries, mailings, and meetings.
• Creation of proposals and Updates pipeline as needed
• Communication: Ability to interact with high level donors, senior executives, and staff

Department Reporting (Creating and Distribution)

• Dashboard reports (weekly for Assist VP and 2 Executive Directors)
• Quarterly Pipeline Reports (monthly - Assistant VP, Associate VP)
• Reunion Reports (Sr. Director Monthly)
• Simon Report (Assist. VP as needed)
• Weekly Recaps (Assistant VP, Associate VP)
• YOY numbers
• Portfolio Reports (GO for Semi Annually reviews)
• Prospect Reports for GO

Direct Gift Officer Support (GO reporting to Assistant VP, Regional)

• Provides administrative support to 2-3 GO
• Meets with gift officers bi-weekly.
• Manages calendars as needed.
• Prepares reporting and other documents as needed.
• Compiles information for donor visits, itineraries, mailings, and meetings.
• Creation of proposals on behalf of the gift officers.
• Updates gift officer pipeline as needed
• Communication: Ability to interact with high level donors, senior executives, and staff
• Process of expense report

Supports the human resources activities for unit/department, including hiring, terminations, salary, and disciplinary actions for the Regional Advancement Administrative support professionals

Implement administration/management activities within a department

• Implement new processes (ie: Gift Linking, Qualification Processing)
• Ensuring following UR policies (gift processing, prospect gift giving)

Assists with budgeting, account reconciliation, expense reimbursements, supplier invoices and administrative tasks

• Maintain current training and certifications in Oasis, Workday, and other technologies available.
• Handle invoices and expense reports in a timely manner.
• Develop a thorough understanding of OASIS and successfully pull reports, update donor and alumni data, and research gifts/allocations as needed.

Gift Processing

• Process gifts accurately and in a timely manner as needed

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 3 years of relevant experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent interpersonal and communication skills along with diplomacy and team orientation strongly preferred
• Advanced Computer skills in Microsoft Office (especially Excel) and OASIS (with training) strongly preferred
• Exceptional attention to detail and ability to plan, prioritize, and track details, multiple tasks strongly preferred
• Demonstrated ability to successfully work independently as well as collaboratively with others on a team strongly preferred
• 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 strongly preferred
• Ability to work as a member of a team to accomplish objectives strongly preferred
• Flexibility - given the changing demands of executing a capital campaign, responsibilities within this position may change strongly preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.