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About the Role

This role provides advanced administrative support and serves as the principal assistant to leadership, handling complex assignments with minimal direction and exercising independent judgment.

Responsibilities

• Provides administrative support within a department.
• Serves as the principal assistant to leadership roles.
• Performs a variety of advanced, complex assignments.
• Manages department accounts with minimal direction.
• Works with initiative and latitude for independent judgment.
• Provides work leadership to other support staff.
• Processes highly confidential administrative information.
• Works with limited supervision and exercises independent judgment.
• Prepares and reviews reports and documents.
• Attends meetings and takes minutes.
• Oversees office management systems.
• Screens and directs calls.
• Manages the time and calendar of administrators, including travel and project timelines.
• Chooses or recommends among competing demands on time.
• Integrates best practices to enhance efficiency and effectiveness of service delivery.
• Maintains relationships and collaborates with various divisions of the University.
• Develops and establishes procedures and schedules to meet operational needs.
• Maintains required records and reports of activities.
• Shares information, policies, and operations procedures to 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 on behalf of the department or University.
• Establishes and builds positive working relationships with external agencies and organizations.
• Arranges for accommodations, plans, and coordinates activities for visitors.
• Serves as a representative during visitor engagements.
• 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.
• Prioritizes and assigns work, ensuring staff is trained.
• Conducts 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, etc. required.
• Knowledge of office procedures.
• Knowledge of database entry principles.
• Knowledge of customer service and public relations principles.
• Knowledge of principles of math.
• Knowledge of mailing and distribution methods.
• Knowledge of training principles.
• Knowledge of leadership principles.
• Knowledge of intermediate to advanced budget administration principles.
• Knowledge of inventory and supply maintenance principles.
• Knowledge of 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 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.
• 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.

Equal Opportunity

• 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.