GENERAL PURPOSE: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.RESPONSIBILITIES: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
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 (2-3 team members)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
Implement administration/management activities within a department
Implement new processes (i.e.: 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
Assigned projects
Participating in roll out of OASIS replacement
REQUIREMENTS:
College graduation or an equivalent combination of experience and training.
Three to five years related work experience including at least three years in administrative capacity in an academic office or project management or equivalent experience in business.
Excellent interpersonal and communication skills along with diplomacy and team orientation
Advanced Computer skills in Microsoft Office (especially Excel) and OASIS (with training)
Exceptional attention to detail and ability to plan, prioritize, and track details, multiple tasks
Demonstrated ability to successfully work independently as well as collaboratively with others on a team
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
Ability to work as a member of a team to accomplish objectives
Flexibility – given the changing demands of executing a capital campaign, responsibilities within this position may change
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 ApplyAll applicants must apply online.EOE Minorities/Females/Protected Veterans/DisabledPay RangePay Range: $60,431 - $84,603 AnnuallyThe 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.Apply for Job
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Location: Central Administration
Full/Part Time: Full-Time
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