Supervisor, URMC Advancement Program Admin

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:

$60,431.00 - $84,603.00

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
Serves as a principal administrative agent to the Senior Associate Vice President, URMC, managing the administrative team of the clinical and academic fundraising programs and serves as an active member of the Senior Leadership team. Provides office supervision, training, and oversight to team members to ensure quality of work product and adherence to policy and procedures. Works in a busy team setting and interacts with Advancement colleagues, faculty, and donors daily on behalf of the Senior Associate Vice President, URMC. Must have outstanding problem solving, communication and customer service skills. Strong supervisor, organizational, and computer skills are required. Must have the ability to set priorities and handle/assign tasks with minimum direction and considerable latitude for independent judgment. Provides administrative support to the engagement and fundraising team as needed.

ESSENTIAL FUNCTIONS

Oversight and Supervision for all clinical and alumni fundraising support staff

• Develops and establishes procedures and schedules to meet operational needs
• Manages hiring/training/mentoring/evaluation/separation of support staff by interviewing applicants and conducting ongoing performance assessments
• Organizes, writes, evaluates, and conducts formal performance evaluations
• Conducts bi-weekly 1:1’s with each staff member
• Conducts bi-weekly or monthly Support Staff Meetings
• Sets priorities, assigns work to team members
• Conducts all training for clinical and academic fundraising teams
• Meets with all gift officers as needed to ensure effective administrative support.
• Represents the Senior Associate Vice President, URMC, and Senior Leadership
• Meets regularly with Senior Leadership to ensure administrative needs are met, assesses needs, problem-solves, and provides solutions. 
• Anticipates from leadership, staff and volunteers the need for appropriate support. 
• Informs senior leadership of new policies. 
• Relaying and (frequently anticipating) the Senior Associate Vice President’s instructions, preferences, concerns, and obtaining reports or recommendations
• Provides training and support to all team members across URMC Advancement

Administrative Management for Gift Officers - Clinical and Academic Programs

• Proactively prepares and compiles background information needed in preparation for donor visits, meetings, cultivation and solicitations, events, and activities. 
• Arranges follow-up meetings, correspondence, and activities. 
• Compiles, edits, and proofreads materials for fundraising reports, correspondence, presentations, proposals, and publications. 
• Prepares and composes correspondence for engagement team and gift officers. 
• Prepares and/or assists with donor contact reports and processing gift input forms. 
• Manages calendaring, travel reservations, expense reports, small donor meetings, events. 
• Processes gift input forms and oversees acknowledgement process for clinical and academic programs. 
• Provides quality control for gift processes. 

Budget and Finance Liaison for clinical and academic units

• Supervises the team regarding the reconciliation of monthly expenses and accounting ledgers
• Assists and works with Advancement Finance staff on the budgeting process
• Assists and works with Advancement Finance staff in the preparation of data for financial and departmental reports
• Reviews and approves invoices,