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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):

500 University Ave, Rochester, New York, United States of America, 14607

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

700814 MAG-Advancement

Work Shift:

UR - Day (United States of America)

Range:

UR URG 104 H

Compensation Range:

$18.65 - $26.11

_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._

Responsibilities:

GENERAL SUMMARY

Reporting to the Manager of Memberships and Annual Giving, the Administrative Coordinator III provides general administrative and clerical support to the Advancement Department. The Administrative Coordinator works with minimal direction under their own initiative, and with latitude for independent judgment and is responsible for confidential administrative information and therefore expected to always exhibit the highest levels of professionalism and discretion.

ESSENTIAL FUNCTIONS

Manages calendars, schedules meetings. Prepares and edits documents, presentations, and reports. Handles correspondence, including email, mail, and phone communications. Maintains filing systems and ensures document organization and confidentiality. Provides customer service to MAG members, prospects and supporters.

+ Answers phone calls, voicemails, and emails from members, prospects and supporters. Responds to questions about membership, assists with securing timed tickets through Altru, and takes event RSVPs.

+ Supports the sales teams at the Admission Desk, the Store, and the Creative Workshop as patron and visitor questions arise.

+ Works evenings and weekends at Advancement special events as needed.

+ Staff’s membership table at select events and during high-traffic weekends.

+ Coordinates creation of annual fund solicitations with M/E and Annual Giving Teams, ensuring solicitations are prepared and sent by deadline.

General office duties/back up. Maintains a comprehensive understanding of the respective database, policies, and norms to ensure efficiency in the department

+ Coordinates membership event communications with M/E and IT Departments. Requesting print and electronic communications from M/E and providing distribution list criteria and Altru ticket creation to IT.

+ Provides administrative support for Advancement events. Updating gift officers on RSVP’s for events, making nametags, and check-in lists.

+ Manage office supplies for MAG Advancement (letterhead, envelopes, notepads, name tags, mailers, event supplies)

+ Handles facilities and IT/equipment requests for the MAG Advancement Team.

+ Serves as a backup to submit expense reports in Workday.

Gift and Membership processing

+ Collects and processes memberships received at the Admission Desk, the Store, and the Creative Workshop.

+ Prepares and fulfills membership card mailings.

+ Prepare donations for processing at UR GDS.

+ Gift modifications and follow-up, request links to proposals/gifts when missed, move gifts, adding associated donors.

+ Gift-in-kind, art, other personal property. Send value letters and forms to donors and follow up. Submit to GDS.

Database and list management

+ Maintains data integrity with agility in both Altru and OASIS, MAG and UR Advancement’s databases.

+ Works closely with colleagues in MAG IT and UR Gift and Donor Records, updating and maintaining member and donor information in OASIS, ensuring consistency with Altru.

+ Maintains committee rosters and star/stop dates in OASIS for MAG Council, Docents, Board of Managers, and MAG Volunteers.

+ Reviews all online giving transaction notifications for accuracy.

+ On a periodic basis, ensures that all gifts that come through Altru appear in OASIS.

+ Generate a list of all gifts in OASIS for Finance from the previous month and respond to any questions monthly.

+ Coordinates the sending of monthly membership renewals with University Mail Services. Pulling and submitting lists, keeping letters up-to-date, and ensuring there is a proper stock of letterhead and envelopes.

Stewardship and Reporting

+ Coordinates gift acknowledgements sent from MAG and creates contact reports in UR Advancement’s Database

+ Coordinate with Director of Advancement, UR Donor Engagement and MAG Finance to review, update, and approve endowed fund stewardship reports for accuracy.

+ Prepares monthly membership reports for the MAG finance committee

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

+ Bachelor’s degree and 1 year of marketing experience Required.

+ Or equivalent combination of education and experience 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.

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Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.