University of Rochester Secretary IV in Rochester, New York

Opening

Part Time 20 hours Grade 009 Warner School of Education

Schedule

9AM-1PM

Responsibilities

THIS POSITION HAS AN END DATE OF 6/30/18.

General:

This part-time position serves as the administrative lead in the Center for Urban Education Success (CUES) and in support of the East Educational Partnership Organization (EPO). This position provides high level coordination and administrative support for the CUES and East EPO projects, communications, finances and general operations. The individual in this position must be able to prioritize work with limited supervision and exercise independent judgement. Must understand University and Warner School policies and procedures, analyze available data, information and situations and make decisions to facilitate intended outcomes. Must possess strong organizational and interpersonal skills, the ability to work collaboratively with all levels of faculty, staff and outside constituents and the ability to manage competing demands in a professional manner.

Responsibilities:

Office Management

  • Serve as the Administrative lead in the CUES office and primary point of contact for interactions with East EPO administrative core.
  • Oversee routine and provisional support needs for CUES faculty; prioritize and undertake tasks for successful and timely completion.
  • Represent the Assistant Director and Director in contacts with other University officers, advisory board members, faculty, students and outside contacts such as donors, school districts and school administrators, CUES network members and visitors, etc., relaying the Director’s and/or Assistant Director’s instructions, preferences and concerns.
  • Research, obtain and organize background information and disseminate to the Director and Assistant Director to inform strategic decisions.
  • Research statistics on public schools (e.g.: NYSED.gov) and arrange data in reports and tables as specified by the Assistant Director.
  • Prepare and sign routine correspondence for the Center.
  • Maintain CUES website: monitor blog, upload reports, update calendar, track deadlines.
  • Track CUES media coverage.
  • Organize and attend CUES & East EPO meetings and disseminate meeting minutes and action items to attendees.
  • Interface with East EPO administrative staff to coordinate various meetings, events, communications and ad hoc requests.

Donor/Event Management

Donor Relations

  • Represent Director and Assistant Director in correspondence with CUES prospective and current donors and board members.

Event Planning

  • Coordinate all logistics related to CUES events (including major events):research and secure venue, hospitality, programming, contracts, manage guest correspondence, registrations, and marketing.
  • Attend and manage all CUES events.
  • In conjunction with East administrative core, assist with coordination of East EPO events, as needed, when University accounts are providing full or partial funding for the activity.

*Financial Management *

  • In conjunction with the Gift Office and/or Foundation Relations, record and track gifts to CUES.
  • In conjunction with the Warner Finance Office, establish and maintain internal tracking mechanisms to monitor and reconcile gifts, expenditures and account balances for CUES and East EPO University accounts and report this information to the Finance Office, as requested.
  • Update and/or create spreadsheets and reports on both a routine and ad hoc basis for the Director and Assistant Director.
  • Apply University Finance Policies to analyze, obtain and insure all proper documentation has been received to validate transactions and prepare internal University finance forms including, but not limited to, Request for Payments, 312 Purchasing Requisitions and Travel & Conference Reimbursements.
  • Utilize the appropriate procurement method, per University policy, to manage the equipment and supply needs for CUES insuring costs are charged against the appropriate accounts and spend categories.

Oversee Grant finances under the umbrella of the CUES (in conjunction with the Warner Grant Office)

  • Assist with the preparation and submission of grant proposals.
  • Direct and coordinate ongoing monitoring of grant accounts.
  • Using knowledge of the project and the sponsor guidelines, determine the allowability and allocability of expenses to grant accounts.
  • Provide assistance as needed in preparing financial reports for each grant.
  • Manage grant data using appropriate mechanisms to aid in the preparation of annual progress reports and final reports.

Other

  • Other duties and special projects as assigned by the Director or Assistant Director.

Requirements:

Two year degree in business or related field and minimum of 3 years of secretarial and administrative support experience including oversight of office operations or an equivalent combination of education and experience. Prefer 2-4 years of experience in an academic setting. Proficient in Microsoft Outlook, Excel, Word and PowerPoint. Database and web experience desired.

Proven ability to interact with all levels of faculty and staff in a professional manner. Possess excellent communication skills focused on customer service. Attention to detail a must. Shows initiative and resourcefulness in managing priorities and takes responsibility for accomplishing his/her own work. Works collaboratively and maintains confidentiality of information at all times.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Secretary IV

Location: Warner Grad School Education

Job ID: 202090

Regular/Temporary: Regular

Full/Part Time: Part-Time