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Program Assistant, Simon Alumni Engagement

Company: University of Rochester
Location: Rochester
Posted on: May 26, 2023

Job Description:

The Program Assistant, with minimal direction and with latitude for independent judgment, implements a robust Simon Advancement event calendar and alumni engagement plan, in accordance with the Senior Director. This position is responsible for a wide range of departmental duties, primarily executing events and meetings for alumni, top level donors and prospects both locally, domestically and internationally. This role will continually benchmark Simon Advancement stewardship and event protocols, using benchmark analysis to recommend new strategies to ensure high quality output. This position involves considerable interaction with alumni, advancement staff, Simon School dean's office, faculty members, vendors, and other constituents. A Large portion of this role will consist of data management and analysis, as it relates to events and general stewardship and fundraising for the Simon Advancement program.
40% Event Management and Execution
Events Work closely with Senior Director to execute high impact events for Simon's alumni, donors, students, and friends. Ensure that each event is successful through

  • Invitation list generation

  • Invitation mailing - electronic registration

  • Back-end of events in OASIS and Intranet

  • Name tags

  • Event follow up

  • Registration and RSVP's, confirmation and pre-event follow up

  • Day-of event responsibilities including check-in and name tags and event packing

  • Post event reporting and summaries

  • finance and attendance reports and financial reconciliation

  • gift processing, event acknowledgements and follow-up

    30% Utilization of OASIS for Event Management
    Will be responsible for the proper event planning and tracking of events in OASIS to include:

    • In coordination with data teams, data mine and pull strategic lists of constituencies to be engaged for targeted events and programs.

    • Insure proper coding of allocations, accounts, premium coding, projects coding, and appeal codes for each event.

    • Process gifts and other event revenue for Simon events.

    • Enter the proper event coding for all invited guests and those in attendance for events. Guarantee the accuracy of event revenue and data to ensure compliance through proper coding and result in an accurate index to facilitate prospect and volunteer management and strategic approaches to events.

    • Will assist in the management of volunteers as well as interface with Administrative support staff to execute clerical duties as they relate to programs and events.

      20% Volunteer Management

      • Coordinate with the Senior Director in managing the Simon National Council, Simon Advisory Council, Simon Alumni Board and Simon Women's Alliance Board, including execution of meetings and ownership of records management for all committee members. These four organizations meet multiple times annually and directly intersect with Simon's top development prospects. Work with Executive Director and Senior Director to implement an annual plan of continual connectivity for all Simon volunteer board members.

        10% Communication

        • Develop and execute monthly issues of the Simon Assets e-newsletter. Facilitate all email Messages from the Dean as well as periodic School updates.


          • Bachelor's degree, 1-2 years of work experience; or an equivalent combination of education and experience.

          • Higher-education experience preferred, as is experience with event logistics.

          • Exceptional attention to detail and ability to plan, prioritize, and track details of multi-stage projects and multiple tasks

          • Demonstrated ability to work with minimal supervision but as a member of a team to accomplish objectives

          • Strong customer service experience

          • Effective interpersonal communication skills

          • Capability with Microsoft Office suites of programs, relational customer databases, and basic office equipment.

          • Occasional travel outside of the Rochester area; evening and weekend work

          • Ability to climb stairs and lift boxes and other supplies. Access to car and ability to do errands on campus and within the local area as needed

          • A personal belief in mission, goals and objectives of private higher education

            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
            Location: Central Administration

            Full/Part Time: Full-Time

            Opening: Full Time 40 hours Grade 051

            Schedule: 8 AM-5 PM; SOME WKENDS/HOL

Keywords: University of Rochester, Rochester , Program Assistant, Simon Alumni Engagement, Other , Rochester, New York

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