Administrative Assistant

Rochester, NY


General Purpose:

This role provides comprehensive administrative support to key leadership, including the International Executive Director and the Executive Director of the NYC Team, Regional Advancement. Responsibilities include managing calendars, preparing reports and documents, and supporting gift officers through bi-weekly meetings, donor visit preparations, and proposal creation. The position involves processing expense reports, invoices, and updating OASIS, Workday, and other systems to ensure accurate and timely financial management and data updates. Additionally, the role encompasses international support, including managing international gift-giving customs, maintaining country-specific reports, coordinating international travel for senior staff, and preparing multi-currency expense reports. Effective communication with high-level donors, senior executives, and staff is essential.


Direct Leadership Support

  • Provides administrative support to the International Executive Director, Regional Advancement

  • Provides administrative support to the Executive Director of the NYC Team, Regional Advancement.

  • Manages calendars as needed.

  • Prepares reporting and other documents as needed.

  • Direct Gift Officer Support (NYC team)

Provides administrative support to the NYC team (4-6 gift officers)

  • Meets with gift officers on the NYC team bi-weekly.

  • Manages calendars as needed.

  • Prepares reporting and other documents as needed.

  • Compiles information for donor visits, itineraries, mailings, and meetings.

  • Creation of proposals on behalf of the gift officers.

  • Updates gift officer pipeline as needed

  • Communication: Ability to interact with high level donors, senior executives, and staff

International Administrative Support Specifics:

  • Gain understanding and manage international gift giving customs for donor visits, maintaining an adequate supply of appropriate gifts for various constituencies.

  • Reporting and Prospecting: At the direction of the International Executive Director, maintain country specific reports as well as prospecting opportunities.

  • Travel: Coordinate international travel for provosts, deans, and directors with senior support staff across all University of Rochester schools and units and assist with the Executive Director's international travel plans.

  • Expense Reports: Prepare expense reports in multiple currencies and track annual trip expenditures for the Foreign Activities Reporting requirement.

  • Communication: Ability to interact with high level donors, senior executives, and staff

Processing Expense Reports, Invoices, Oasis Updates

  • Maintain current training and certifications in Oasis, Workday, and other technologies available.

  • Handle invoices and expense reports in a timely manner.

  • Develop a thorough understanding of OASIS and successfully pull reports, update donor and alumni data, and research gifts/allocations as needed.

Gift Processing

  • Process gifts accurately and in a timely manner as needed

Other duties as assigned


  • College graduation or an equivalent combination of experience and training.

  • Three to five years related work experience including at least three years in administrative capacity in an academic office or project management or equivalent experience in business.

  • Excellent interpersonal and communication skills along with diplomacy and team orientation

  • Advanced Computer skills in Microsoft Office (especially Excel) and OASIS (with training)

  • Exceptional attention to detail and ability to plan, prioritize, and track details, multiple tasks

  • Demonstrated ability to successfully work independently as well as collaboratively with others on a team

  • Solid relationship-building skills and an ability to interface with internal clients at all levels, including Advancement staff, University faculty and administrations, and external vendors and suppliers

  • Ability to work as a member of a team to accomplish objectives

  • Flexibility – given the changing demands of executing a capital campaign, responsibilities within this position may change

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $23.06 - $32.29 Hourly

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.

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Location: Central Administration
Full/Part Time: Full-Time