Job Information
University of Rochester Development Program Associate, AS & E in Rochester, New York
GENERAL PURPOSE:
With minimum direction and considerable latitude for independent judgment, directs administrative activities associated to initiatives and projects in support of the School of Arts and Sciences and the University Libraries. This role acts as liaison between advancement and on-campus partners and manages relationships with alumni, senior administrative staff, deans, directors, faculty members, students, vendors, and others. Must be able to prioritize to meet multiple and competing deadlines and maintain a working knowledge of university policies and is responsible for data management for the School of Arts and Sciences and University Libraries as well as programs and centers related to aforementioned entities.
The position reports to the Executive Director of the School of Arts and Sciences with additional oversight as required by the Executive Director of ASE College Advancement and the Executive Director of Advancement for the University Libraries.
SPECIFIC RESPONSIBILITIES:
Program Support
Writes and prepares, on a weekly basis, donor correspondence for the Dean of the School of Arts and Sciences, Dean of Graduate Studies and Post-doctoral Affairs and Vice Provost and Dean of the University Libraries.
Coordinates, on a quarterly basis, with School of Arts and Sciences and University Libraries faculty and staff to write and edit solicitations and other fundraising materials in partnership with the Direct Response Team that are specifically related to fundraising initiatives for the School of Arts and Sciences, Graduate Studies and Post-Doctoral Affairs and University Libraries. This includes crowdfunding pages and other virtual platforms.
Writes and coordinates, on a quarterly basis, small-scale endowment appeals for special projects to support individual departments, as well as donor engagement efforts.
Manages and maintains, on an ongoing basis, priority fundraising information in both print and online for the School of Arts and Sciences and University of Rochester Libraries including but not limited to naming opportunities, project/program purpose and advertising pieces.
Plans and contributes, on a monthly basis, to the pipeline and capital projects meetings for School for Arts and Sciences and the University Libraries. This includes creating and maintaining prospect lists; developing, publishing, and distributing meeting agendas and items for discussion; proactively preparing and compiling background information as needed.
Research university publications/resources and build connections with AS&E faculty and staff to understand and promote events and activities that engage our constituents and help develop future prospects pools for AS&E Advancement.
Financial Support and Data Integrity
Accurately processes all gifts, including in-kind donations, received by ASE/The College.
Monitors gifts from Regional Advancement to ensure proper submission, accuracy of entry and accuracy of allocation on a daily basis.
Keeps current with proper level OASIS training within database systems to maintain access.
Manages all vendor business payments in coordination with multiple ASE and Library Departments and budgets. Includes collaborating with finance officers within departments outside of advancement. Ensure accurate accounting for multiple departments and accounts including those that maintain similar titles.
Audits, prepares reports and presents documentation on all allocations/accounts within each department and program in the School of Arts and Sciences and the University Libraries. Independently ensures accuracy of asset allocation and donor intent to ensure that Deans, department chairs, and program directors understand how they may spend philanthropic funds on a quarterly basis.
Fundraising and Prospect Management
Identifies and compiles information to support cultivation and solicitation plans for 5 gift officers. This includes using independent judgement in monitoring prospects and proposals and gives advice on needed actions.
Creates systems and reports to assist 5 gift officers in effective moves management process to ensure fundraising efforts are moving through the stages of the fundraising cycle from identification, engagement and evaluation to solicitation, and stewardship. This goes hand-in-hand with the donor cultivation cycle, which focuses on building relationships with donors.
Generates and maintains prospecting reports to be shared with Deans, Department Chairs, Vice Provost and Dean of University Libraries and gift officers.
Special Projects
Manages APD credit-eligible Rock Star Faculty Series. On a monthly basis, strategically and independently coordinates with Learning and Development team to arrange and plan for internal and campus partner speakers. Manages communication with invited speakers and advancement colleagues.
Manages fundraising and stewardship initiatives for Arts and Sciences and University Libraries including targeted department related advancement mailings and event invitations. Works closely with advancement and campus partners to plan and oversee initiatives. This includes collaboration with the Donor Engagement team to execute the distribution of thank you gifts and donor recognition that support the School of Arts and Sciences and University Libraries fundraising and stewardship efforts.
Researches, identifies and collaborates with Advancement Communications on possible stories related to unique gifts and faculty accomplishments for external publication and acknowledgement
Administrative Support
Oversees and provides administrative support to the Arts and Sciences and University Libraries advancement teams.
Responsible for a wide scope of duties requiring a thorough understanding of administrative processes, procedures and practices; this requires a comprehensive knowledge of multiple database and calendaring systems, reimbursement processes, cultivation/solicitation plans, stewardship processes and key priorities for each school and department.
Independently prepares 5 gift officers for travel each traveling an average of 2x per month. Includes creating itineraries, processing contact reports, and making updates as needed. Anticipates the need for and procurement of background material. Maintains frequent communication as appropriate with the Vice Provost and Dean’s Offices in coordinating shared travel plans between gift officers and the Vice Provost and Deans. This can also include advancement associated travel for faculty within the School of Arts and Sciences and University Libraries.
Manages and submits expense reports according to the University of Rochester expense procedures for 5 gift officers. Must be aware of current University regulations for reimbursement and documentation, attending training sessions as needed to stay abreast of changing regulations.
Coordinates and executes fundraising reports for 5 gift offices as well as department chairs, deans and other administrators in the School of Arts and Sciences and University Libraries. Independently provides regular updates on funds raised to said entities.
Manages calendars for the 5 gift officers, making decisions between competing events, ensuring sufficient transition time between meetings, and coordinating complex large group meetings.
Volunteer Management :
Plans and manages Arts and Sciences Dean’s Advisory Network (DAN) and Library National Council meetings. Accurately prepares agenda, meeting materials, attendance reports, member bios and updates. Distributes materials 10 days prior to meeting date and prepares meeting minutes within 10 days of the meeting.
Event Support
Partners with colleagues on University and AS&E development events and activities, to include donor targeting, management of logistics, day of coordination and documentation.
Other duties as assigned.
REQUIREMENTS:
Bachelor's degree required.
Three years of relevant work experience or an equivalent combination of experience and education required.
Higher-education experience preferred.
Strong skills in written and oral communication, professional demeanor, and ability to work effectively in a complex university setting, interfacing with administrators, faculty, and distinguished alumni, parents, and friends of the university required.
Strong collaborative and interactive skills are essential.
Must have good judgment, be able to problem solve, embrace the team concept, have excellent customer relations skills and be able to adjust to changing priorities and challenges in a busy environment required.
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 Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Pay Range
Pay Range: $ 23.80 - $ 33.32 Hourly
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.
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