Advancement Special Events Assistant Director

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):

300 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100006 Ofc Sr Vice Pres Advancement

Work Shift:

UR - Day (United States of America)

Range:

UR URG 110

Compensation Range:

$61,000.00 - $85,400.00

Responsibilities:

The Assistant Director of Special Events will support a significant part of the University’s advancement operation. This individual will work independently to create, implement, and follow up on high-end development events and programs, including donor cultivation and recognition events, events with the President and Board, regional activities, and dedications. The Assistant Director is responsible for ensuring that all events meet the highest quality standards.

The Assistant Director will work cooperatively with colleagues across University Advancement to create and implement events that support the University’s fundraising objectives. These events will take place in Rochester, northern and southern California, and other cities across the country. The person will be responsible for all event details and for reporting their progress to the Executive Director. There will be extensive interaction with high-level University administrators, donors, and volunteers, as well as some informal supervision of support staff who will assist with the registration process and other event-related duties.

This position requires excellent leadership, organizational, customer service, and communication skills and the ability to work autonomously. The Assistant Director must have good judgment, be results-oriented, and donor- centric. This individual must be able to adapt to changing priorities and challenges in a busy environment. Must be able to work under pressure of deadlines; must be able to travel locally and nationally; weekend and evening work will be required.

ESSENTIAL FUNCTIONS

Event Planning and Logistics

• Research and secure venues and vendors.
• Maintain knowledge of venues in various cities.
• Coordinate event logistics and vendor relationships for presidential, Board of Trustees, stewardship, cultivation, and regional events.

Program Development and Event Communications

• Oversee production of publications and collateral materials.
• Coordinate mailing lists and event marketing.
• Develop and manage event program flow.
• Coordinate speaker participation and prepare briefings for the President, Board members, Deans, faculty, and other senior leaders.

Event Execution and Relationship Management

• Travel to events (5–10 trips annually) and manage all on-site logistics and event operations.
• Execute presidential, Board of Trustees, stewardship, cultivation, and regional events to ensure a high-quality participant experience.
• Coordinate with internal and external partners to support successful event delivery.

Event Management – Meliora Weekend events

Regional Strategic Planning

• Work collaboratively with partners in Alumni Relations and Regional Advancement to oversee the event and engagement strategy for several regions – including northern and southern California, and Chicago. Serve as the Special Events representative on the core regional planning team for each area, provide advice and strategy on which events should take place and which prospects should be engaged, and maintain knowledge of each region and its key prospects.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 5 years of relevant experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES