Administrative Coordinator, Advancement Marketing Communications

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 107 H

Compensation Range:

$23.06 - $32.29

Responsibilities:

GENERAL PURPOSE
With minimal direction and with latitude for independent judgment, serves as a principal administrative agent to the Associate Vice President of Marketing Communication + Donor Engagement including all units under her / his management. Provides office supervision and administrative support, manages the accounts payable and other department-level financial matters, and oversees related administrative services. Manages AVP’s calendar and scheduling and serves as liaison with external and internal constituents such as donors, alumni, faculty, and UR leadership. Provides essential administrative support to the entire Marketing Communications and Donor Engagement team, with a particular focus on assisting senior managers. This role also contributes to the success of departmental initiatives by coordinating logistics, managing special projects, and ensuring smooth day-to-day operations across the team.

ESSENTIAL FUNCTIONS

FINANCIAL MANAGEMENT

Budget Management:

• Oversee financial transactions and budgets for the MCDE division, ensuring compliance with university policies and staying within budget parameters to support department managers and team activities.
• Perform monthly reconciliations of departmental budgets to the general ledger.
• Manage departmental ledgers, ensuring accurate and timely tracking of all spending.

Billing

• Manage all charge entry, collections, and pre-authorizations/prior approvals for the department.
• Ensure accurate and timely completion of all billing-related activities.

Procurement:

• Produce RFPs, RUSH Requests, Purchase Requisitions, and Terms & Conditions for Marketing Communications and Donor Engagement as required.
• Initiate and obtain authorizations for orders of equipment, supplies, and services.
• Serve as the primary liaison to department suppliers and independent contractors, ensuring accurate and timely completion of all contractor forms.

P-Card Administration:

• Function as the P-Card administrator for all transactions from groups within Marketing Communications and Donor Engagement.

Administrative Management

Meeting Coordination:

• Coordinates and participates in meetings associated with the various Advancement units managed by the AVP.
• Prepares agendas, meeting materials, and maintains follow-up action items.
• Serves as a member of the AVP's Executive Team.

Schedule Management:

• Manages the AVP's electronic calendar, prioritizing competing demands on time, referring matters to others, and controlling access to the Associate Vice President.

Travel Management:

• Manages travel arrangements and prepares materials for the AVP's business trips, which involve interactions with Advancement and University leadership, faculty, donors, and alumni.
• Reconciles all financial expenditures post-trip.

Payroll Management

• Manages the payroll process and approves timesheets for direct reports of the AVP.

Department Operations

• Acknowledgement Management:
• Manages University General and other acknowledgment programs within Donor Engagement’s purview.
• Generates and proofs acknowledgment reports, writes letters based on approved templates, secures necessary approvals and signatures, and manages mailing.
• Provides department support by overseeing the receipt and distribution of materials including print materials, promotional products, gifts, and other items.
• Liaises with vendors and campus partners as needed
• Assists with photo archiving and organizing
• Distribution of marketing and communications materials throughout the building, including the Advancement library.

Donor Gift Management:

Manages donor gift inventory, works with suppliers to purchase appropriate items, helps gift officers and other Advancement staff with gift selection, and manages special projects.

Meeting Management and Special Projects

• Serves as principal administrative agent with lead responsibilities for projects assigned by the AVP.
• Coordinates departmental events such as team meetings, presentations, retreats, and team building.
• Created presentation materials and reports to support the work of the AVP.  Does necessary research and brainstorming to develop new, creative ideas.
• Manage data in OASIS/Ascend/CRM to include but not limited to data integrity, and reporting

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree. Required
• A minimum of 2 years of relevant experience in an administrative capacity, particularly supporting senior leadership. Required
• Experience in a higher education/academic setting is preferred.
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Project management Required
• Excellent interpersonal and communication skills along with diplomacy and team orientation; positive attitude Required
• Strong business writing and creativity ability Required
• Advanced computer skills in Microsoft Office (especially Excel) and OASIS/Salesforce (with training) Required
• Exceptional attention to detail and ability to plan, prioritize, and track details of multi-stage projects and multiple tasks Required
• Demonstrated ability to successfully work independently as well as collaboratively with others on a team Required
• 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 Required

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.