Exec Suppt Admin I, S1/S2 - University of Rochester

POSITION SUMMARY: With considerable initiative, independent judgement and discretion, performs executive administrative support, project management and budget management activities of the office of Chief of Staff to the CEO & Dean. This position works closely with all office of the CEO staff and executive suite in a fast-paced, team-oriented, high-visibility environment and acts as a liaison between the office and executives and high-level administrative staff within and outside the University. The duties of this position require the need for absolute confidentiality, professionalism, exceptional attention to detail, some background in management of simple budget functions and basic project management skills. **TYPICAL DUTIES:** **Executive Administration:** + Manages the calendar for the Chief of Staff (COS), and acts as primary backup to the Executive Assistant to the CEO. Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations. + Anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings. + Conducts fact-finding and composes responses to non-routine inquiries. Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing requests and correspondence. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests. Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries. Assists with proofing and finalizing presentations, letters and committee minutes. **Office Management** : + Manages all administrative records, files, and reports. + Ensures office compliance with standard policy and procedures. + Responsible for space, supplies and inventory for the Executive Suite. + Maintains equipment listing, recommends replacement as required. + Compiles, edits, and assures accuracy of all materials for reports, correspondence, publications, and presentations. Assists with simple data analysis for priority projects performance and data entry, as needed. + Responsible for the management and upkeep of department organizational charts, including URMC leadership. + Manages and maintains vital statistics and other information as needed. + Provides administrative support to department leadership in preparation for executive presentations. + Represents the office in contact with University officers and external organizations, relaying and anticipating senior leadership instructions, preferences, and concerns. + Assures officials and others are informed of decisions. **Project Management:** + Manages, documents and monitors action plans of key projects of the Chief of Staff with project stakeholders and other constituents. + Facilitates action items including follow up meetings as needed to keep projects organized and on track to completion. **Financial Administration:** + Responsible for reviewing monthly expenses and variances for the office budget. + Provides quarterly financial reporting to the Executive Assistant and Chief of Staff on YTD expenses and makes recommendations to remain within the approved budgets. + Processes a variety of financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies. + Maintains department p-card, prepares invoices, and completes other administrative tasks using Workday and other financial management systems as required. + Collaborates with purchasing to establish vendor contracts as needed. + Working with the COS and the Executive Assistant to the CEO, prepares and submits the annual capital and operating budgets to URMC Finance. Other duties as assigned **QUALIFICATIONS:** + Associate's degree required + 5 years of relevant experience required + 3 years of administrative or executive-level support experience required + or equivalent experience or equivalent combination of education and experience required + Excellent organizational and problem solving skills required + Excellent communication skills required + Excellent customer service skills required + Ability to work in a fast-paced, team setting with all levels of management and staff required + High level of proficiency with Microsoft Suite (Outlook, Word, PowerPoint, Excel) and Zoom required + Ability to maintain confidential information and exercise discretion 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: $54,808 - $76,752 Annually _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._ Apply for Job + Careers + Sign In + New User **Location:** Health Sciences **Full/Part Time:** Full-Time **Opening:** **Schedule:**