University of Rochester · 1 month ago
URMC Academic Programs, Program Assistant III
Rochester, New York Metropolitan Area
Full-time
Onsite
Entry, Mid Level
$23.06/hr - $32.29/hr
2+ years expThe University of Rochester is committed to fostering an inclusive and welcoming culture. The Program Assistant III will support the URMC Alumni Relations team with event planning and execution, manage event-related tasks, and provide administrative support to ensure successful alumni engagement.
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Responsibilities
This position will support the URMC Alumni Relations team, assisting with the planning and implementation of events, including Meliora Weekend
Support includes, but is not limited to, managing event calendars, handling invitations and RSVPs, meeting prep, agendas, and meeting minutes
This role also serves as the point person for all reporting related to event registration and attendance
This position handles the processing of invoices, gifts, and expense reports
While primarily assigned to the Alumni Relations team, this position also assists with projects in Clinical Programs if needed
Excellent organizational skills, strong written and verbal communication skills, and an ability to work with Excel and our database are all critical to this role
Administrative Support – Large Scale Events
List management, timeline and calendar management, invitations and RSVP’s, preparation of event materials, day of event responsibilities, preparations of executive-level briefings, registration, acknowledgements, and follow-up
Assists with mailings, e-communications, digital media, and phone calls as required for each event
Supports events for all three schools, SMD, SON, and EIOH, including, but not limited to, reunion programming, Meliora Weekend, volunteer events, and student engagement programming
Helps to measure GO GIVE HELP CONNECT goals and metrics around event participation
Attends the Meliora Steering Committee and Meliora Registration meetings, representing the interests of SMD/SON/EIOH in Meliora Planning
Administrative Support – Small Scale Events
Primary lead staff member on specific, smaller events, including at least 2 SON Free Coffee Day events per year and other general alumni programming for SMD/SON/EIOH
Works closely with Advancement staff and lead volunteers to successfully execute events
Must be able to work with the alumni relations team to develop and maintain a set of standard operating procedures for event planning and execution
Data Management
Effectively utilizes Salesforce Ascend, RAX, CVENT, and Excel for event management and reporting on registration/attendance
Utilizes Ascend or RAX to manage the online calendar for URMC events and pulling strategic lists of constituencies to be engaged for events and programs
Ensures the proper coding of allocations, activities, committees, accounts, projects, and appeal codes
Processes gifts and other event revenue
Works with CVENT partners to ensure successful management of MELIORA Weekend registration
Responsible for pulling the Academic Programs' specific MELIORA Weekend reporting
Program Support – Alumni Council & Class Notes
Collects class notes for SMD/SON/EIOH and prepares notes to send to communication partners at each school
Updates Ascend to reflect any changes
Serves as point person for in-memorium notices and coordinates with associate and assistant directors to prepare communications for classes
Attends SMD Alumni Council Meetings and takes meeting minutes to distribute to the Council
Financial Support
Certified in P2P use and stays current on invoicing procedures
Utilizes Workday to process invoices in a timely manner
Stays current on expense report procedures and submits expense reports in a timely manner
Understands and prepares for upcoming changes as the University adds additional processes to Workday
Responsible for communicating invoice and payment procedures to staff members booking events, to ensure that vendors work with UR in accordance with University guidelines
Senior Director, Engagement, and Gift Officer Support
Supports Senior Director of URMC Alumni Relations, to include calendar management, scheduling of meetings, travel arrangements, and other tasks as determined by the Senior Director
Meets with Engagement/Gift officers weekly
Manages calendars as needed, assisting with scheduling meetings internally and with external parties
Prepare reporting and other documents as needed
Compiles information for alumni or donor visits, mailings, and meetings
Updates alumni and donor information in Ascend
Assist with routine correspondence and add that information to entity records
Processes expense reports in a timely manner
General Office Duties and Gift Processing
Successfully communicates with all members of the team
Assist with mail, as needed, triaging mail for the department as assigned
Assist with copier maintenance and storage of supplies
Process gifts accurately and in a timely manner, as needed
Maintains all gift documents according to department guidelines
Other duties as assigned
Qualification
Required
Bachelor's degree and 2 years of relevant experience, including at least some writing experience required
Or equivalent combination of education and experience
Excellent organizational skills
Strong written and verbal communication skills
Ability to work with Excel and our database
Certified in P2P use and stays current on invoicing procedures
Utilizes Workday to process invoices in a timely manner
Stays current on expense report procedures and submits expense reports in a timely manner
Understands and prepares for upcoming changes as the University adds additional processes to Workday
Company
University of Rochester
The University of Rochester is a private research university located in Rochester, New York.
10001+ employees
H1B Sponsorship
University of Rochester has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (234)
2024 (126)
2023 (130)
2022 (106)
2021 (100)
2020 (92)
Funding
Current Stage
Late StageTotal Funding
$20.43MKey Investors
National Science FoundationUnitedHealthcareSociety to Improve Diagnosis in Medicine
2023-09-25Grant· $18M
2023-07-26Grant· $0.07M
2022-09-20Grant· $0.05M
Leadership Team
David Linehan
Chief Executive Officer
Recent News
2025-12-04
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