Leadership Program Assistant

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.

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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:

ESSENTIAL FUNCTIONS

• Program Operations & Event Coordination Assists with c coordination of workshop logistics, creating CCC events, reserving spaces, scheduling meetings, preparing calendars, managing SignUpGenius registrations, sending facilitator reminders, coordinating room reservations, and supporting event setup and logistics for Medallion workshops, Student Organization Training, Leadership Appreciation Reception, Level Up events, and alumni programming.
• Communications & Marketing Support Maintains website updates, creates and distributes newsletters, coordinates digital signage and posters, manages routine email communications, updates calendars, support social media scheduling, and promotes workshops, events, and leadership opportunities.
• Participant Records & Program Administration Maintains participant databases, completion tracking, workshop attendance, award tracking, recognition orders, and program documentation. Processes routine forms and maintain accurate records across leadership programs.
• Volunteer, Alumni & Facilitator Coordination Assists with alumni and speaker schedules, maintains facilitator and volunteer contact lists, prepares meeting materials, schedules steering committee meetings, coordinates Medallion Society logistics, and supports volunteer communications and recognition.
• Purchasing & Recognition Logistics Assists with purchasing of Medallion pins, certificates, awards, supplies, promotional materials, and event resources. Prepares mailings, thank-you packets, stewardship materials, and recognition items for participants and volunteers.
• Administrative Reporting & Office Support Prepares routine reports, maintain spreadsheets, organizes shared files, assists with data entry, collects facilitator feedback, prepares meeting agendas, and supports special projects as assigned.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma required
• Or equivalent combination of education and experience
• Related experience in administrative support, program coordination, event planning, higher education, student services, customer service, or related fields preferred.
• Experience supporting multiple projects simultaneously, maintaining records and databases, coordinating events, and managing communications is preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated organizational skills with the ability to coordinate multiple projects, timelines, and competing priorities simultaneously while maintaining attention to detail preferred.
• Strong written and verbal communication skills with the ability to communicate effectively with students, staff, faculty, alumni, and community partners preferred.
• Ability to provide high-quality customer service and build collaborative working relationships with diverse constituencies preferred. 
• Experience maintaining records, databases, spreadsheets, and participant information with a high degree of accuracy and confidentiality preferred. 
• Ability to plan and coordinate meetings, workshops, events, and logistics for programs involving multiple stakeholders preferred. 
• Demonstrated ability to work independently and collaboratively within a team environment preferred. 
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and experience learning and using databases, registration systems, website platforms, and communication tools preferred. 
• Ability to adapt to changing priorities and manage routine administrative responsibilities in a fast-paced environment preferred. 
• Knowledge of event coordination, communication strategies, and administrative processes preferred. 
• Familiarity with higher education environments, student organizations, leadership programs, or student engagement initiatives preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.