Office Administrator - University of Rochester
Rochester, NY
About the Job
Responsibilities
**Overview**
The Naval Science Department seeks an energetic individual, passionate about higher education, to provide administrative, programming, and event support to Naval Science Department and the mission of the Naval Reserve Officer Training Corps (NROTC). Executes the logistical and financial management tasks for the events and programs of the Naval Science Department. Works closely with the Department Chair / Commanding Officer and Deputy Department Chair / Executive Officer assigned to the Naval Science Department and also supports the academic and administrative needs of other professorial and contract staff attached to the NROTC program.
**Responsibilities**
Providing coordination and support for Department of Naval Science programs and events
+ Leading the coordination of select NROTC events such as New Student Orientation, Commissioning ceremonies, and weekly staff meetings.
+ Assisting with prep, setup, and breakdown for meetings, events, and programs
+ Coordinate, implement, and manage departmental operations, travel, and supply budgets as required in accordance with University of Rochester financial office procedures
+ Fielding all correspondence including in-person visits from students, faculty, staff, and alumni; responding to and/or forwarding telephone and email inquiries
+ Tracking RSVPs for programs and events
+ Providing parking passes
+ Organizing meetings (sets up room reservations, orders catering, provides parking passes, prints agendas and other meeting materials, notifies attendees and collects RSVPs, transcribes meeting notes, and performs follow-up research and administrative action items from meetings)
Updating website and program research
+ Coordinating data entry and simple research such as benchmarking the Department of Naval Science against other programs and centers
+ Monitoring and logging media coverage
Supporting Naval Science faculty and students
+ Coordinating correspondence requirements for Naval Science Students assigned to UR. RIT, SJFC, and SUNY.
+ Support registration for students assigned to the Naval Science Department
+ Using UR Student and BlackBoard (or follow on university systems) to coordinate and support instructor access to class websites for all Naval Science classes that include basic course information, course materials, homework assignments, and announcements.
+ Working with the UR, RIT, SJFC, and SUNY Brockport Registrars to collect rosters and assorted paperwork required for Naval Science students.
+ Coordinate faculty section on Naval Science Department website, including pages of professor bios, offered courses, and departmental requirements.
+ Providing regular updates and announcements to faculty from the registrar, student services, and Deans.
+ Making copies
+ Placing orders for course books and materials and placing course books on reserve for instructor use.
+ Manage assigned office spaces and act as liaison between Naval Science Department and other University of Rochester departments as required. i.e. facilities, Events and Classroom management, etc.
+ Providing parking passes for all guest speakers.
+ Duties include: coordinating a date, setting up room reservations, ordering catering, providing parking passes, creating an agenda, notifying and sending reminder emails to faculty, tracking RSVPs, taking meeting notes, transcribing meeting notes, distributing meeting notes, and performing follow-up research and administrative action items from meetings.
+ Assisting in coordination for off campus training events as assigned by the Professor of Naval Science.
+ Coordinating Naval Science information sessions, student interviews, meet and greets, and luncheons.
Acting as office secretary and receptionist
+ Answer the Naval Science main line and answer any inquiries or direct calls appropriately
+ Direct visitors and students to various locations on campus or professor offices
+ Oversees office supplies inventory and orders any needed supplies such as business cards, letterhead, etc.
+ Coordinate with NRTOC Human Resources Assistant to maintain records of all official correspondence within the Department as required by US Navy directives.
+ Responsible for organization of supplies and appearance of office space
+ Create Travel and Conference Expense Forms for staff and faculty
+ Check, receive, distribute, and answer all mail and email for the Naval Science office, faculty, and staff
+ Provide assistance to the Professor of Naval Science, Assistant Professor of Naval Science, Program Managers, staff and professors assigned to the Naval Science Department as needed
**Qualifications**
+ Performs other related duties as required
+ 2 years of post-high school education in secretarial studies or the equivalent. At least 5 years of secretarial and office experience, including 2 years in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Previous work in an academic and/or office setting a plus.
+ Prefer Bachelor's degree and 5+ years work experience or a comparable combination of education and experience. Proficiency in Word, Excel, Teams, PowerPoint, and Outlook required. Strong customer service, communication, interpersonal, and time-management skills are essential. Experience with event planning and office management required. Position requires excellent organization and attention to detail. The successful candidate will be proactive, a self-starter, and hard-working with a strong commitment to higher education. Ability to work independently after receiving direction to accomplish a team's objectives. This position involves the ability to address the needs of students in nearly all disciplines and at all levels of study, faculty, alumni, and senior administration. Occasional evening and weekend work.
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_
**Location:** The College
**Full/Part Time:** Part-Time
**Opening:** Part Time 20 hours Grade 009 Naval Science Col
**Schedule:** 9AM-1PM; OCC WKNDS
Source : University of Rochester