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About the Role

This role provides advanced administrative support and serves as a principal assistant to leadership, handling complex assignments with minimal direction and exercising independent judgment. The position involves processing confidential information and potentially supervising support staff.

Responsibilities

• Provides administrative support within a department and serves as the principal assistant to leadership roles.
• Performs advanced, complex assignments including department accounts with minimal direction and independent judgment.
• Provides work leadership to other support staff.
• Processes highly confidential administrative information.
• Prepares and reviews reports and documents.
• Attends meetings and takes minutes.
• Oversees office management systems.
• Screens and directs calls.
• Manages administrator time and calendars, including travel and project timelines.
• Integrates best practices to enhance efficiency and effectiveness of service delivery.
• Maintains relationships and collaborates with various University divisions.
• Develops and establishes procedures and schedules to meet departmental operational needs.
• Maintains required records and reports of activities.
• Shares information, policies, and operations procedures with faculty, staff, students, parents, and visitors.
• Interacts with external and internal individuals.
• Prepares various administrative reports.
• Coordinates and oversees highly confidential matters pertaining to the department.
• Directs and coordinates maintenance of departmental accounts.
• Prepares data for operating budgets and financial reports.
• Prepares analyses and allocates expenses.
• Coordinates expenditures and property controls.
• Initiates or authorizes orders for space, equipment, supplies, and services.
• Functions as a liaison to leadership, administrators, faculty, staff, students, and visitors.
• Establishes and builds positive working relationships with external agencies and organizations.
• Arranges for accommodations, plans, and coordinates activities for visitors, serving as a representative during their visit.
• Coordinates use of conference rooms and meeting rooms for internal and external users.
• Maintains calendars for room use and events.
• Coordinates and makes arrangements for special events, seminars, workshops, and activities.
• Coordinates and develops informational materials, presentations, and communications for departmental publications.
• May supervise up to two other support staff, prioritizing and assigning work, ensuring staff is trained, and conducting performance evaluations.
• Performs other duties as assigned.

Requirements

• Associate's degree and 3 years of progressively responsible experience in administrative support required.
• Equivalent combination of education and experience accepted.

Skills

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe required.
• Knowledge of office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required.
• Ability to effectively communicate and interact, both verbally and in writing, with all people required.
• Intermediate knowledge of hardware and software functionality preferred.

Location

• 601 Elmwood Ave, Rochester, New York, United States of America, 14642

Work Type

• Full time
• Regular

Experience Level

• 3 years of progressively responsible experience in administrative support

Education Level

• Associate's degree

Salary/Compensations

• $21.78 - $30.53 per hour

About the Company

• 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.
• 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.

Equal Opportunity

• 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.