Administrative Coordinator III - University of Rochester
Rochester, NY
About the Job
GENERAL PURPOSE:
The Administrative Coordinator has primary responsibility for the preparation, management, and appropriate follow-up for the daily affairs of the Dean of the School of Arts and Sciences (SAS), the Senior Leadership in the Office of the Dean of SAS. The Administrative Assistant will look prospectively at the senior leaders’ calendars, working collaboratively with various University offices to ensure that they are fully provided with appropriate agendas and background materials before the meetings,that scheduled appointments and travel are accurate, that presentation materials are prepared and inventoried.
The incumbent, under the direction of the Dean, will also provide administrative support to the dean’s suite.
**RESPONSIBILITIES:**
**Assistant to the Dean of the School of Arts and Sciences**
Provides comprehensive administrative support to the Dean of the School of Arts and Sciences:
+ Schedules complex large group meetings. Proactively collaborates with various University offices to ensure timely appointments, confirms scheduled appointments (attendees, locations, times, etc) and procures necessary background materials.
+ Takes initiative to ensure meeting materials are thoroughly planned and prepared to include agendas, background documents, presentation materials, and other briefing materials as needed. Responsible for the distribution of meeting materials to attendees.
+ Maintains electronic inventories of meeting materials for meeting stakeholders (eg, chairs and directors, dean’s staff)
+ Prepares materials and schedules interviews related to faculty searches for the Dean of Arts and Sciences.
+ Prepares correspondence and memos for the Dean. Edits documents upon request.
+ Prepares and coordinates faculty nomination packages and letters for internal awards.
**Assistant to Senior Leadership in the Office of the Dean of Arts and Sciences**
+ Schedules complex large group meetings. Proactively collaborates with various University offices to ensure timely appointments, confirms scheduled appointments (attendees, locations, times, etc.) and procures necessary background materials.
+ Takes initiative to ensure meeting materials are thoroughly planned and prepared to include agendas,background documents, presentation materials, and other briefing materials as needed. Responsible for the distribution of meeting materials to attendees.
+ Maintains electronic inventories of meeting materials for meeting stakeholders (eg, chairs and directors, dean’s senior staff)
+ Prepares materials and schedules interviews related to staff searches for the Deputy and Chief of Staff.
+ Prepares correspondence and memos for the Senior Staff. Edits documents upon requests.
+ Prepares letters, certificates,.
+ Assists the Deputy with preparing presentations.
+ Prepares materials and schedules interviews related to faculty searches for the Associate Deans of Arts and Sciences.
+ Manages listservs (membership, privileges, interfaces with University IT).
**Event Planning and Travel Management**
+ Serves as primary coordinator for multiple events including meetings, staff and faculty retreats, small conferences, and symposia.
+ Participates in planning meetings, and coordinates the arrangements and preparation of programs and event materials with internal and external stakeholders related to the School of Arts & Sciences.
+ Prepares travel arrangements and ensures accuracy on the Dean’s and Deputy’s calendar.
+ Prepares and submits travel expense reports on behalf of the Dean and the Deputy.
**Other Duties**
+ Collaborates with and supports other staff members in the Deans' Office in the preparation of special materials and completion of special projects on an ad hoc basis to meet office-wide staffing needs and unusual or unexpected deadlines.
+ Serves as back-up to the other assistants in the Deans’ Office.
+ Assists in general office operations as needed to support the Deans’ Office objectives.
**QUALIFICATIONS:**
+ Bachelor’s degree required
+ One to three years of administrative support in an academic setting required or an equivalent combination of experience and training required.
+ Excellent interpersonal, communication, and organizational skills with attention to detail and the ability to work independently are required. The ability to interact effectively with high-level University officers, as well as with students, faculty, staff, and general public is needed. The Deans’ Office Assistant must possess exceptional judgment, as well as discretion and professionalism. Candidate must have good sense of humor, be approachable and work well in a team environment.
+ Basic knowledge of Microsoft Office suite, including PowerPoint, Word, and Excel, is required.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
**How To Apply**
All applicants must apply online.
_EOE Minorities/Females/Protected Veterans/Disabled_
**Pay Range**
Pay Range: $18.89 - $26.44 Hourly
_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._
**Location:** The College
**Full/Part Time:** Full-Time
**Opening:** Full Time 40 hours Grade 009 Dean's Office Col-Admin
**Schedule:** 8 AM-5 PM
Source : University of Rochester