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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 108 H
Compensation Range:
$25.14 - $35.24
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:
The Development Associate provides comprehensive administrative, operational, and project support to advancement and engagement efforts for the Hajim School of Engineering & Applied Sciences and Student Experience teams, which sit within the broader Academic & Student Experience (ASE) team. Supporting two senior leaders within the Advancement organization, and 4+ additional gift officers, this role serves as an operational backbone for a dynamic major gift fundraising team engaged in active campaign work.
Working with minimal direction, the Development Associate manages complex calendars and meeting logistics, prepares briefing materials and communications, and tracks projects and follow-up actions across multiple stakeholders. Additional responsibilities include gift processing, expense management, and maintaining accurate donor, prospect, event, and volunteer data across advancement CRM systems — contributing directly to pipeline tracking and fundraising strategy.
This role also supports the ASE team's portfolio of 60+ annual events and volunteer council meetings, overseeing registration, logistics, materials preparation, and data integrity. The ideal candidate brings strong organizational and communication skills, attention to detail, proficiency in Microsoft Office and database systems, and the ability to manage competing priorities in a fast-paced environment.
The Development Associate reports to the Executive Director of the Hajim School of Engineering & Applied Sciences, with additional oversight from the Executive Director of Student Experience.
ESSENTIAL FUNCTIONS
Team Administrative & Operational Support
- Provides day-to-day administrative support in direct service of fundraising and engagement priorities for two unit-teams.
- Administrative support for two Advancement senior leaders (executive directors/EDs), including:
- Managing complex calendars, resolving conflicts and aligning schedules with fundraising priorities, often with campus leadership and partner meetings, donors, visits & travel coordination, and internal strategy meetings.
- Adequately prepare EDs for meetings with other senior leadership (AVP/SVP, Deans, Associate Deans, faculty, and campaign volunteers)
- Draft, edit, and format correspondences, reports, and internal communication on behalf of the EDs as needed.
- Track projects, action items, and follow-up to ensure timely completion across multiplate stakeholders.
- Ensures travel details are appropriately on calendars, prepares briefing materials as needed for gift officer and leadership travel.
- Coordinates meetings and prepares materials for internal and external stakeholders.
- Meet regularly with fellow Admin/Ops team members to ensure strong collaboration, camaraderie, and support across the ASE team, identifying opportunities to streamline processes and improve administrative and operational workflows.
- Contribute to a collaborative, high-performing Advancement culture aligned with campaign goals.
Financial Processing & Data Management
- Processes gifts and monitors submissions to ensure accuracy, compliance, and proper allocation.
- Maintains and updates donor and prospect records within advancement CRM systems (Ascend, OASIS), ensuring data accuracy and completeness.
- In coordination and collaboration with Development Analyst, generates routine reports and lists to support fundraising activity and leadership requests.
- Manages expense reports in accordance with University policies and procedures.
- As applicable, appropriate management of Purchasing card and other vendor payments in alignment with University, Advancement, and team budgets and policies.
Prospect & Fundraising Support
- Supports Executive Directors and gift officers by preparing briefing materials, proposals, and contact reports for donor meetings.
- Assists with prospect research, data entry, and list management to maintain accurate portfolios.
- In coordination and collaboration with the Development Analyst, produces standard reports to support pipeline tracking and moves management.
- Maintains organized records of prospects, proposals, and related materials.
- Supports stewardship and donor engagement activities (mailings, birthday cards, etc.).
Event Operations & Data Support:
- Support the entire ASE team’s suite of 60+ events and volunteer meetings annually, which includes but is not limited to:
- maintenance of registration lists in CRM (Oasis) and events registration platform (RAX)
- 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.
- Review event data for ASE for accuracy and update as part of quarterly data integrity checks.
Volunteer Operations & Data Support:
- Maintains accurate volunteer records in our CRMs (Oasis, Ascend) and volunteer management portal (OnBoard) for national councils, parents program volunteer groups, and campaign committees.
- Maintains member nominations, analyses, and impact reports for each group.
- Supports planning and execution of leadership council and campaign committee meetings including but not limited to:
- RSVP tracking
- Research requests
- Meeting material preparation and organization
- Review volunteer data for ASE for accuracy and update as part of quarterly data integrity checks.
Special projects, support, and other duties as assigned.
- Remains flexible and responsive to shifting team priorities, providing cross-functional coverage and support across the ASE administrative and operations team as needed.
Engages in cross-training on team workflows and systems to ensure seamless coverage and continuity of operations.
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MINIMUM EDUCATION & EXPERIENCE
- High School diploma and 4 years of related experience required
- Or equivalent combination of education and experience
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