University of Rochester Administrative Asst in Rochester, New York


Full Time 40 hours Grade 051 Modern Languages and Cultures


8 AM-5 PM


General Purpose:

With faculty guidance, participate in the development and implementation of departmental policy and procedure. Ensure accuracy and compliance with University guidelines, and identify accuracy in documentation and accounting and makes recommendations for improvement to Department Chair.



  • Manage the Operating, Advising, Capital Budget, and Grant accounts, as well as seventeen Research Accounts, six Endowment Accounts, six Program Funds.
  • Maintain all account ledgers. Verify expenditures and review monthly for accuracy utilizing UR Financials and department created Excel tracking system.
  • Process T&C;’s, RFP’s, Advanced Travel, etc. when needed.
  • Maintain information-sensitive files with regard to all accounts as well as faculty and staff personnel files.Process all HRMS paperwork for 50 (and growing) faculty, instructors and staff.
  • Regularly meet with the MLC Department Chair to assure accuracy of expenditures/balances of accounts and budgets.
  • Fiscal Year End account reporting/reports to the Dean’s Office, and via the UR Intranet Budget System.
  • Assist Department Chair with yearly Capital Budget and Operating Account requests.Make suggestions/provide input with regard to expenditures/budget distribution in consultation with Department Chair.
  • Manage grant budgets and expenses for the annual Tournées Film Festival and Central New York Humanities Corridor projects.

MLC Department

  • Acts as a coordinator within the department to adjust or reconcile matters and make recommendations associated with the curriculum and the department management by working closely with program heads in Chinese, Japanese, French, Italian, Spanish, Russian and Russian Studies, CLT, German, Portuguese, and Korean as well as the graduate CLT program.
  • Oversee daily operation, maintaining a cohesive and seamless workflow. Attend meeting offerings to keep abreast of university policies and procedures (ISO, Graduate Academic Officers, ORPA, Finance, RCAG, Colleague Connections, etc.)
  • Act as a liaison to MLC supported programs and departments – SBAI, FDI, FMS, History, Philosophy, English, Jewish Studies, and Religion and Classics.Coordinate efforts between MLC and the Advancement office.
  • Manage compilation of documentation for faculty tenure and promotion cases and organize faculty recruitment efforts.
  • Assist faculty, staff, and students with special events by orchestrating time frame, developing budgets, processing co-sponsorship requests and collection, and exhibiting timeliness in regard to publicity and wrap up.
  • Oversee department diploma ceremony.
  • Oversee the organizing of the annual 2-day Pedagogy Workshop available to instructors campus-wide.
  • Monitor and verify that UR procedures are being followed/maintained (e.g. social security number policy, time reporting, etc.).
  • Assist faculty with yearly required reporting of Outside Interest Reports, FAR and Foreign Activity Reports as well as room, computer, grading and forms issues.
  • Maintain department URSpace and Equipment Inventory for all areas that comprise the Department.
  • Assist MLC Academic Program Assistant/Administrative Assistant with course scheduling, website, general office procedures/duties when needed.Provide guidance and cross training to department Administrative Assistant and others as needed/requested.
  • Available for University staff committees.
  • Supervise Academic Program Assistant/Administrative Assistant and assist with questions/concerns with personnel.
  • Process all incoming instructors/faculty and graduate students, including set up of email accounts, ID badges, access to appropriate UR databases.
  • Process undergraduate and graduate student employees, verifying usage of FAOs and maintain and approve payroll for all department faculty, staff and students. Verify accuracy of time reporting and provide personnel with information upon request concerning their individual records.
  • Assist supervisors with job postings, upgrades, leaves of absence, and yearly performance assessments. Process extra compensation for faculty and required visiting faculty forms, including visa process and housing needs for visiting Arezzo instructor/professor.

MLC Summer Study Abroad Program

  • Work closely with the summer program directors, language program heads, and Program Assistant/Administrative Assistant on organizing and implementing of five summer study abroad programs in Rennes, Berlin, St. Petersburg, Granada, and Arezzo.
  • Administer application process and maintain the online applications. Coordinate with Financial Aid office for need-based aid eligibility information for the Burton Awards.
  • Work with College Budget office to set final program budget and student fees.Secure correct fee codes and registration with Registrar’s office.
  • Assist program directors with publicizing summer study abroad programs and act as primary contact for parents, students, and program coordinators outside of the University.
  • Responsible for all monetary advances to summer program directors by collaborating with the Finance office, and reconcile all expenses at the completion of each program.
  • Process all deposits, payments, and transfers of program fees in partnership with the Bursar’s Office.

Graduate Exchange Program

  • Work closely with ISO confirming all international students are processed correctly and maintain the current/correct status to remain a registered student at UR.
  • Consult regularly with all grad students with regard to their status in the program. Maintain and continually verify that student grades are accurate insuring transfer credit are appropriately applied, incompletes graded when complete, etc., utilizing each students advising record and ISIS.
  • Maintain program extension, in absentia requests, and the registration process. Prepare and submit all grad students “Program of Study” for their Masters program. Assist students with their qualifying exam.
  • Available to all grad students to assist with any questions/concerns that arise. Complete and submit necessary secondary appointment forms, and coordinate with Graduate Office to ensure tuition awards and fees are properly credited. Assists in locating reports, handle multiple projects, and prepare and monitor invoices and expense reports.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: The College

Job ID: 202018

Regular/Temporary: Regular

Full/Part Time: Full-Time