University of Rochester - Program Assistant, Alumni Relations & Constituent Engagement Email

AFP Member? Yes
Name of Organization: University of Rochester
Title of Position: Program Assistant, Alumni Relations & Constituent Engagement
Salary Range: University of Rochester Advancement is a values-driven organization that believes in Inclusion. Prior to applying, if you would like an accurate salary range based on your professional experience please send your resume and a brief note to UR Advancement Talent Management.
Organization Website:

Description of Responsibilities: Directly supports the Volunteer Engagement and Programs team and Affinity Network and the Equity, Diversity, and Inclusion team. This position will perform a variety of duties including project management, and staff support that require extensive word processing, spreadsheet, and database knowledge. This position will support multiple staff in a variety of projects, events, and administrative work. This role involves interaction with alumni, Advancement staff, and other constituents. The ideal candidate will have a background in customer service and/or administrative support and will have the ability to balance multiple projects and demands at once.


  • Volunteer Management Support:
    • Manage volunteer meetings including material preparation, follow up, and meeting support (, technology support) as needed for the Alumni Board, Diversity Advisory Council, all identity-based affinity networks;
    • Correspond directly with volunteers to support specific programs and projects.
  • Event Project Management Support:
    • Provide support to staff with events, which may include but is not limited to creation of registration sites, spreadsheets, maintenance of registration lists, correspondence with event participants, gathering and packing/shipping materials, creating and distributing checklist for event staff, generation of attendee lists and nametags, offering day-of support and post-event support as needed;
    • Work in collaboration with team on the REAL Conversation series, partnering in content development and event management as needed;
    • Support the biannual VIP Leadership Conference through event and program coordination leading up to the weekend and onsite throughout the weekend;
    • Support large alumni weekend; which requires some evening and weekend work.
  • Communications:
    • Write and review content for marketing materials including invitations, social media posts, powerpoint presentations and websites; draft emails and invitation letters.
  • Office & Data Management:
    • Data entry and maintenance of events, volunteer, and other engagement information in the Advancement database;
    • Updating various volunteer, attendance, and event related spreadsheets;
    • Running and creating various reports from database including but not limited to, preexisting and new reports for mailings/emails, event, and volunteer activity;
    • Updating biographic information for constituents in database;
    • Working with various constituents on specific projects that require customer service, tracking, and coordination;
    • Managing internal mailings, fielding telephone calls, and filing;
    • Coordinating schedules and activities for Affinity Networks and Equity, Diversity & Inclusion and Volunteer Engagement and Programs Teams.
  • Support Director of Affinity Networks and Equity, Diversity, and Inclusion Programs and Executive Director of Volunteer Networks and Programs:
    • Prepare general written correspondence;
    • Database entry (contact reports, event analysis -pulling and analyzing reports);
    • Write/edit high-level emails and letters to volunteers; Process Expenses.
    • Other duties as assigned.

Vacation and Holiday Policy: 9 University paid holidays, Vacation begins accruing at rate of 17 days per calendar year
Medical, Dental, Health Insurance: Medical, Dental, FSA, HSA, Vision plans are available
Life Insurance
Retirement Plan: 403b TIAA. After 2 years of service employee is eligible for University Contribution. Note: Service completed an another institution may count toward service requirement.

Education: Two years of post-high school secretarial studies or the equivalent. Associate’s degree preferred.

Experience/Personal Qualifications:

  • Required: Two to three years of secretarial or office experience. Higher-education experience preferred. Or an equivalent combination of education and experience.
  • Preferred:
    • Excellent organization and project management skills, with an ability to manage and prioritize multiple projects with keen attention to detail.
    • Experience with computer technologies and sophisticated software applications; including pulling analyzing and preparing datasets.
    • Outstanding communication skills, including direct interpersonal skills and strong writing ability.
    • Ability to analyze, condense and synthesize information and ability to provide accurate analysis and summaries.
    • Ability to work as a member of a team to accomplish objectives.
    • A personal belief in mission, goals and objectives of private higher education and a desire to change the world
  • Qualified Candidates are encouraged to apply online at Job ID 238962 EOE Minorities/Females/Protected Veterans/Disabled


Specific Requirements of Position:
Computer - Database
Computer - Spreadsheets
Computer - Desktop Publishing
Computer - Word Processing

Send Correspondence to: Ghislaine Radegonde-Eison

On-Line Application Link (if Applicable): Job ID 238962

Include with Correspondence:
Cover Letter