Events and Volunteer Eng. Assistant Director

Rochester, NY


The Assistant Director of Events and Volunteer Engagement plans all School of Arts and Sciences, Hajim School, Athletics, Libraries, Student Life, regional advancement programs, international, and parents fundraising events, including assisting central departments with faculty/staff featured events, supports volunteer committees to ensure consistency, and manages special projects pipelines and report tracking.

The assistant director will develop a comprehensive management plan in relation to the capital campaign that will provide a well-organized, coordinated and consistent approach throughout the country for developing and building the volunteer management and stewardship efforts.


Event Management

  • Develop and lead the event strategy in consultation with the Unit Officers while working collaboratively with Special Events, Regional Advancement, and Alumni Relations to execute the strategy.

  • Manage all aspects of prospect events geared toward fundraising priorities including:

  • Articulating event objectives and goals with setting budget expectations and tracking budget through budget reconciliation.

  • Researching and securing venues and vendors (catering, AV, furniture, flowers, photography/videography, beverage service, and proper licensing) and maintaining knowledge of venues in various cities.

  • Overseeing the production of all publications and related collateral materials, creating and coordinating mailing lists, and managing the marketing for each event.

  • Developing and managing the program flow and involvement of speakers, which will likely include the President, Deans, Board members, faculty, and high-level donors/volunteers. Writing briefings and interacting with leaders mentioned above ensure all speakers are prepared.

  • As appropriate travel and manage all on-site logistics.

  • Assists central offices on ASE events featuring ASE faculty and staff.

Event Data, Reporting, and Analysis

  • Manage and analyze event data and provide monthly reporting to event organizers and leadership. On a monthly basis, independently review all event data entries for accuracy and integrity.

  • Maintain complete knowledge of the OASIS database and serve as ASE Advancement’s primary expert on usage of the system as it relates to events.

  • Participate in a lead role in Quarterly Event Planners Meetings, including giving presentations and serving as OASIS resource.

Volunteer Council Management

  • Be the point person for volunteer management of all committees and councils. Assist with strategy, communication, action items, and engagement strategy.

  • Communication and coordination with University Leaders (Deans, Chairs, Provost, President, and key faculty members) and their teams to manage event materials, logistics, and correspondence.

  • Travel and staff National Council meetings and any other top-level committees, council meetings and events as appropriate.

  • Oversee logistics and stewardship for key members of our committees and councils when applicable.

Unit Specific Volunteer Campaign Management

  • Manage volunteer and stewardship efforts. Manage awareness/distinction of regional and key volunteers. Develop volunteer-appropriate qualitative and quantitative reporting. Assist with campaign leadership recognition of local major gifts, creating template, identifying gifts, ongoing collaboration with gift officers to implement.

  • Manage logistics, communication, and documentation for campaign related volunteer meetings or events. Manage meeting follow-up correspondence. Collaborate across units to facilitate a strategic regional planning and implementation process. Participate in biannual planning sessions to gather, discuss, and assess top prospects, regional interests, and campaign priorities / “road show” themes.

  • Create and manage reporting. Serve as a liaison to OASIS team for data integrity, report definition, and report maintenance. Formalize regional campaign definition, maintain goal/progress rationale, special exceptions. Develop/maintain historic progress against goals, and recommend future pipeline, gift band, etc. reporting. Maintain documentation, including the master calendar of activities, on the intranet and OASIS.

Special Projects:

  • Work on alignment for special projects by formulating, building and managing fundraising project pipelines and prospect solicitations.

Other duties as assigned



  • Bachelor’s degree

  • Five years or equivalent combination of education and experience

  • Outstanding written, verbal and interpersonal skills.

  • Ability to work collaboratively with various constituent groups, colleagues, volunteers and campus partners.

  • Demonstrated ability to work with, motivate, and lead volunteers.

  • Ability to gather, condense and synthesize information and ability to provide accurate analysis and summaries.

  • Excellent organization, project management, and proofreading skills, with an ability to manage and prioritize multiple projects with keen attention to detail.

  • Occasional travel; some evening and weekend work

  • A personal belief in mission, goals and objectives of private higher education.

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: $60,431 - $84,603 Annually

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