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University of Rochester Administrative Assistant - 220475 in Rochester, New York

Administrative Assistant

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 051 Institute for Innovative Educ


Position Summary:

With general direction and latitude for initiative and judgment, the Administrative Assistant performs both non-routine and routine duties, requiring advanced communication and organization skills. As the first person with whom visitors to IIE’s administrative offices interact, this individual is someone that enjoys greeting and assisting people in a friendly, and professional manner. At the same time, this role requires the ability to multi-task and carry out department financial and administrative functions which are critical to day-to-day operations, as well as special projects or assignments upon request.

In addition to supporting the administrative functions of a department comprising over sixty individuals, the IIE Administrative Assistant will use knowledge of University policies and procedures, to advise and assist staff with financial responsibilities including requisitioning services, tracking and reconciling finances, completing billing, and processing income.

This role also involves HR support, including scheduling of candidate interviews, facilitating employee orientation, preparing for new hires, and providing logistical support for departmental activities. Marketing and special projects will be assigned as needed.


  • Procurement Support & Tracking

  • Serves as liaison with Purchasing and Accounts Payable to ensure timely and accurate vendor payments; resolves problems as necessary.

  • Assists Staff Accountant with ledger reconciliation.

  • Oversees department petty cash box and disbursement.

  • Processes credit card payments from external customers for department organized events and programs.

  • Billing & Income Processing

  • Completes monthly billing for the Online Learning, Simulation, and Standardized Patient programs. Includes, but not limited to: running utilization reports using an event management system, generating invoices, and processing income.

  • Prepares answer desk cash and other library income for deposit; tracks revenue lines.

  • Prepares and monitors gift records; composes letters of acknowledgment on behalf of libraries’ director. Prepares and submits checks and documentation to Advancement.

  • Processes credit card payments from external customers for department organized events and programs.

  • Office Administration

  • Designs, composes, and distributes the IIE monthly internal newsletter using content collected from directors and program administrators.

  • Assists staff with conference registrations.

  • Makes travel arrangements and related accommodations as applicable.

  • Prepares and submits travel/conference expense reports.

  • Maintains supplies inventory by regularly checking stock levels; anticipates needed supplies and places and expedites orders; verifies receipts.

  • Requests services as needed from internal UR services including, but not limited to: telecommunications, facilities, Environmental Services, and IT.

  • Regularly updates staff directories and department space and equipment inventory lists.

  • Greets visitors and directs them to the appropriate departments or individuals.

  • Maintains awareness of the condition of Institute for Innovative Education space by completing regular assessments. Reports and resolves problems as needed, including but not limited to: plumbing, lighting, cleanliness, temperature, odors, etc.

  • Human Resources Support

  • Assists the Administrator with the following tasks:

  • Schedules candidate interviews.

  • Compiles information and onboarding packages.

  • Develops and schedules departmental orientation and tours.

  • Prepares for arrival of new employees. This includes, but is not limited to: preparation of desk space, computer, and phone; contacting IT team for access to department shared drives and necessary software; contacting IS team for email access; adding regularly scheduled meetings to calendar; updating directories; assigning mailbox; ordering name plate for office.

  • Coordinates logistics for ongoing department HR initiatives such as team meetings, teambuilding activities, and employee recognition events.

  • Marketing and Special Projects

  • Assists program managers and directors with developing and executing marketing and outreach initiatives. This includes, but is not limited to: monitoring and posting to social media, coordinating and setting up displays, and preparing annual report publication materials.

  • Coordinates internal resources and external vendors for the execution of large events including conferences and symposia, teambuilding events, and recognition activities.

  • Plans and implements special projects as requested.

  • Tracks project performance to analyze the successful completion of goals.


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

Preferred Qualifications

Bachelor’s Degree with a focus in Business, Communications, or a related field is preferred. At least two years of office experience with demonstrated ability to work with limited direction is preferred. Advanced software skills, including working knowledge of Microsoft Office preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled