Program Assistant, ARCE

Rochester, NY


Directly supports the Affinity Networks and the Diversity, Equity, and Inclusion team. This position will perform a variety of duties including project and program management, and staff support that require extensive word processing, spreadsheet, and database knowledge. This position will support multiple staff in a variety of projects, events, volunteer meetings and administrative work. This role involves interaction with alumni, Advancement staff, and other constituents. The ideal candidate will have a background in customer service, database entry and inquiries and/or administrative support and will have the ability to balance multiple projects and demands at once.


Event Management Support:

  • Provide event support for both in person and virtual events which includes but is not limited to creation of online registration page, maintenance of registration lists, and correspondence with event participants, gathering and packing/shipping materials, creating and distributing checklist for event staff, generation of attendee lists and nametags, providing on-site and post-event support as needed.

  • Support Alumni Relations and Constituent Engagement signature programs including Welcome Celebrations, Global Days of Service, Welcome to the Network Celebrations, Holiday and New Year Celebrations, Rochester Connects, Our Rochester Socials, etc.

  • Support large alumni weekend as well as the biannual Volunteer Leadership Conference through logistics and program coordination leading up to the events and onsite throughout the weekend.

  • Requires some evening and weekend work.

Data Management:

  • Data entry and maintenance of events, volunteer, and other engagement information in the Advancement database.

  • Update various volunteer, attendance, and event related spreadsheets.

  • Run and create various reports from database including but not limited to, preexisting and new reports for mailings/emails, event, and volunteer activity.

  • Update biographic information for constituents in database.

Volunteer Management Support:

  • Support volunteer managers with material preparation, follow up, and meeting support (e.g. catering, technology support)

  • Develop and review content for volunteer communications, meetings and event marketing materials including invitations, social media posts, power point presentations, website content, etc.

Customer Service & General Office and ARCE Support

  • Providing exceptional customer service while managing the main Alumni Relations phone line, responding to constituent requests and questions, transferring calls to appropriate staff etc.

  • Manage internal mailings, fielding telephone calls, and filing.

  • Work with student staff members to delegate projects.

  • Coordinate meetings, schedules and activities including the development of meeting agendas and minutes. Project manage timelines and deadlines for team.

  • Work with various constituents on specific projects that require customer service, tracking, and coordination.

Support Director of Affinity Networks and Equity, Diversity, and Inclusion Programs

  • Prepare general written correspondence; database entry (contact reports, event analysis - pulling and analyzing reports).

  • Write/edit high-level emails and letters to volunteers.

  • Process Expenses.

Other duties as assigned


  • Two years of post-high school secretarial studies or the equivalent. Associate’s degree preferred.

  • Two to three years of secretarial or office experience. Higher-education experience preferred.

  • or equivalent combination of education and experience required.

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: $21.36 - $29.90 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