Administrative Coordinator, Advancement Marketing Communications

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 107 H

Compensation Range:

$23.06 - $32.29

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 PURPOSE
With minimal direction and with latitude for independent judgment, serves as a principal administrative agent to the Associate Vice President of Marketing Communication + Donor Engagement including all units under her / his management. Provides office supervision and administrative support, manages the accounts payable and other department-level financial matters, and oversees related administrative services. Manages AVP’s calendar and scheduling and serves as liaison with external and internal constituents such as donors, alumni, faculty, and UR leadership. Provides essential administrative support to the entire Marketing Communications and Donor Engagement team, with a particular focus on assisting senior managers. This role also contributes to the success of departmental initiatives by coordinating logistics, managing special projects, and ensuring smooth day-to-day operations across the team.

ESSENTIAL FUNCTIONS

FINANCIAL MANAGEMENT

Budget Management:

• Oversee financial transactions and budgets for the MCDE division, ensuring compliance with university policies and staying within budget parameters to support department managers and team activities.
• Perform monthly reconciliations of departmental budgets to the general ledger.
• Manage departmental ledgers, ensuring accurate and timely tracking of all spending.

Billing

• Manage all charge entry, collections, and pre-authorizations/prior approvals for the department.
• Ensure accurate and timely completion of all billing-related activities.

Procurement:

• Produce RFPs, RUSH Requests, Purchase Requisitions, and Terms & Conditions for Marketing Communications and Donor Engagement as required.
• Initiate and obtain authorizations for orders of equipment, supplies, and services.
• Serve as the primary liaison to department suppliers and independent contractors, ensuring accurate and timely completion of all contractor forms.

P-Card Administration:

• Function as the P-Card administrator for all transactions from groups within Marketing Communications and Donor Engagement.

Administrative Management

Meeting Coordination:

• Coordinates and participates in meetings associated with the various Advancement units managed by the AVP.
• Prepares agendas, meeting materials, and maintains follow-up action items.
• Serves as a member of the AVP's Executive Team.

Schedule Management:

• Manages the AVP's electronic calendar, prioritizing competing demands on time, referring matters to others, and controlling access to the Associate Vice President.

Travel Management:

• Manages travel arrangements and prepares materials for the AVP's business trips, which involve interactions with Advancement and University leadership, faculty, donors, and alumni.
• Reconciles all financial expenditures post-trip.

Payroll Management

• Manages the payroll process and approves timesheets for direct reports of the AVP.

Department Operations

• Acknowledgement Management:
• Manages University General and other acknowledgment programs within Donor Engagement’s purview.
• Generates and proofs acknowledgment reports, writes letters based on approved templates, secures necessary approvals and signatures, and manages mailing.
• Provides department support by overseeing the receipt and distribution of materials including print materials, pr