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.
Job Location (Full Address):
601 Elmwood Ave, Rochester, New York, United States of America, 14642
Opening:
Worker Sub@type:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
40
Department:
400162 Deans Office M&D
Work Shift:
UR - Day (United States of America)
Range:
UR URG 104 H
Compensation Range:
$18.65 - $26.11
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:
Serves as first point of contact for the Office of Academic Affairs (OAA) within the SMD Dean's Office for senior leaders, faculty, staff and external customers. Under minimal direction from the Director of Academic Affairs with latitude for independent judgement, provides specialized administrative services to the Dean's Office Academic Affairs team. Performs routine and nonroutine administrative duties, provides primary support for the Vice Dean for Academic Affairs, and for the administrative director, and in support of the SMD Dean's Office support of the faculty lifecycle. Maintains calendar for Vice Dean, coordinating individual and group meetings as needed. Requires complex understanding of Outlook and experience in scheduling meetings for senior leadership. It's essential that the Administrative Coordinator is able to strategically think to plan and execute projects as well as ensure continuity and efficiency within the OAA office.
Manages competing demands on time and prioritizes work. Constructs routine and non-routine correspondence as needed, which may be of confidential nature. Arranges physical space and vendors as needed, orders supplies, processes expense forms.
ESSENTIAL FUNCTIONS
Administrative Office Activities
With independent judgement and minimal direction, maintains the calendar and schedule of administrative activities for the Vice Dean for Academic Affairs. Assists the Vice Dean with basic administrative duties such as formatting letters for distribution and securing signatures. Maintains conference room schedule. (15%)
At the direction of the Director, makes basic updates to the office web page, such as updating office hour information, text, and Faculty Council updates. (5%)
Manages administrative functions of the office, including ordering supplies, file retrieval and maintenance from Iron Mountain, retrieves and distributes mail, keys in web site updates, makes facilities requests. (10%)
Represents the Office of Academic Affairs as the first point of contact for leadership, faculty, and administrative staff. Triages incoming calls or inquires within the team or within the University. (5%)
Completes and responds to faculty verification requests as needed. (5%)
Administrative Leadership and Governance Support
Monitors and tracks timelines and schedules related to 360* evaluations for SMD senior facuty leaders. Contacts chairs to request input. Gathers, formats and organizes data and presents to the Vice Dean and Dean. Provides guidance to other administrative staff on evaluation process as needed.
Contacts chairs or directors to gather information and materials for vision statement presentations to aid in chair succession planning activities. Formats responses; schedules and prepares materials. Generates RedCap survey.
Maintains updated department chair/director onboarding materials, updating chair resources as needed.
Compiles and tracks data for faculty demographic forms and departure surveys, schedules departure interviews.
Administratively oversees activities of the SMD Faculty Council, independently interacting with the Chair of the Council, updates web pages, coordinates speakers, constructs agendas, facilitates student travel award nomination/selection process and payments.
Faculty Lifecycle Support
Administratively coordinates scheduling and communication for the MEDSAC Steering Committee, constructing agendas and Provost and Board of Trustee materials and personnel action language. Distributes and files faculty correspondence consisting of voluntary faculty appointment letters, Board and Provost approval letters, and post-steering committee correspondence. Requires a high level of attention to detail and time management.
Workday/Financials
Completes Vice Dean and Director expense reports, PO and SIR processing, organizes backup documentation for financial transactions processed. Processes membership or society renewals, and coordinates expense tracking for visiting speaker invitations. Initiates and processes purchase orders, SIR requests, or contractor payments as needed and under the direction of the Director or Vice Dean.
Other duties as assigned
MINIMUM EDUCATION & EXPERIENCE
High School diploma or equivalent required
2 years of relevant experience required
or equivalent combination of education and experience required
KNOWLEDGE, SKILLS AND ABILITIES
Proficiency in Microsoft Office Programs including Power Point and Excel required
Workday, Box and MyPath working knowledge preferred
Knowledge of Web Design and Publishing software preferred
Knowledge of REDCap preferred
Excellent writing and editing, communication, interpersonal and organizational skills focused on customer service required.
Ability to work collaboratively with all levels of faculty and staff required.
Ability to maintain confidentiality of information at all times required.
Strong attention to detail required.
Ability to maintain a professional and calm demeanor required.
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.
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Learn. Discover. Heal. Create.
Located in western New York, Rochester is our namesake and our home. One of the world's leading research universities, Rochester has a long tradition of breaking boundaries-always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.
If you're looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals.
At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better-Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.
