Dewey
Full time
R276226
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):
244 Hutchison Rd, Rochester, New York, United States of America, 14627
Opening:
Worker Sub@type:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
40
Department:
200225 Center for Education Abroad
Work Shift:
UR - Day (United States of America)
Range:
UR URG 106 H
Compensation Range:
$21.78 - $30.53
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 Administrative Assistant is responsible for maintaining front office daily operations, which include opening and closing the front office and onboarding and supervision of front office student employees. The Administrative Assistant manages assigned financial tasks and application of general accounting practices. This position executes programming and event planning logistics for the department. The Administrative Assistant also supports unit leadership and staff to manage calendars and carry out travel logistics. Position is five days a week in office.
ESSENTIAL FUNCTIONS
Front Office Management
Assess front office operations by anticipating office needs, identify potential challenges, and provide recommendations for efficiency.
Manage hiring, onboarding, and supervision of front office student employees.
Support onboarding of new Center for Education Abroad (CEA) staff.
Coordination of visitors and guests to CEA.
Responsible for management of main phone line, office email account, incoming and outgoing mail, and ensuring front office coverage
Report to Facilities any service issues requiring maintenance.
Maintain office supply inventory; place and expedite orders as needed and manage payments and reconciliation
Financial Coordination
Review and run financial reports for CEA accounts.
Pay vendor invoices within established due dates including setting up new vendors in Workday and following up with Accounts Payable for troubleshooting delayed or non-standard payments.
Manage and reconcile department Purchasing Card purchases, initiate journal entries, liaise with partner offices such as Registrar, Bursar, General Accounting and Accounts Payable
Manage School of Record process and agreement with IES Abroad global partner: credit entry, tracking, invoicing, maintenance of database, and collaborating with IES and Rochester's Registrar's Office.
Coordinate faculty-led P-card reconciliations, supporting documentation, invoices, and coordination for short-term programs
Administrative Support to unit staff and leadership
Manage calendars and coordinate activities. Provide updates to include, but not limited to: scheduling meetings, reporting cancellations, deadline notification, background on meeting participants.
Manage travel logistics, including: itineraries & documentation, meeting scheduling, flights, hotels, visas, etc.
Submit and prepare expense reports
Event and Program Planning
Plan and manage logistics of room reservations for departmental meetings, events, and retreats.
Programming and event planning logistics to include: room reservations, meal orders, room setup, materials preparation, event schedules, etc.)
Track event/programming participation using department CRM system
Manage large event logistics such as Sendoff and Global Fair
Create and manage event calendar.
Coordinate event/programming requests with campus partners.
Manage Photo Contest (lead event planning committee, event promotion and facilitation of award ceremony, maintain archive of photo submissions)
Other duties as assigned.
MINIMUM EDUCATION & EXPERIENCE
Associate's degree and 2 years of relevant administrative experience required
Bachelor's degree preferred
Or equivalent combination of education and experience
One year of bookkeeping experience strongly preferred
Excellent written skills and an effective communicator strongly preferred
Work effectively and efficiently under tight deadlines, in a fast-paced, evolving office environment strongly preferred.
Excellent time management skills strongly preferred
Strong problem-solving skills strongly preferred
Demonstrated knowledge of office management systems & procedures strongly preferred
Strong computer skills and highly comfortable learning new technologies strongly preferred
KNOWLEDGE, SKILLS AND ABILITIES
Ability to maintain confidentiality required
Exceptional organizational, time management and administrative skills required
Strong communication skills, both verbal and written required
Strong technical skills, including a high level of proficiency in Microsoft Office required
Demonstrated knowledge of higher education administration environment preferred
Experience in delivering high-quality customer service preferred
Experience managing student employees ; demonstrated ability to build strong professional relationships with department partners preferred
Experience working in a front-facing office environment 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.
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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.
