University of Rochester Administrative Asst in Rochester, New York

Opening

Part Time 20 hours Grade 051 Kearns Center

Schedule

9AM-1PM

Responsibilities

The Administrative Assistant plays an essential role in directly supporting the Paul J. Burgett Intercultural Center (BIC). This position provides office leadership, management, supervision and coordination of student workers, manages spaces, plans events, and ensures the smooth operation of the BIC as it relates to students, faculty, staff, parents, alumni, community partners, donors, and external service providers.

Responsibilities:

Office Management

  • Main point of contact, representative, and liaison for the Paul J. Burgett Intercultural Center, the Office of the Dean of Students, and the David T. Kearns Center.
  • Provides direction and oversight of staff, including proper training, coordination of schedules, and approval of payrolls for graduate and undergraduate student employees. Typically, this would include two Graduate Assistants and five Undergraduate Program Assistants.
  • Manages the daily calendars of the BIC Director, LGBTQ Coordinator, and recommending or choosing among competing demands and using discretion to screen and direct visitors to appropriate office staff.
  • Organizes reports and data, creates presentations, writes meeting synopses, prepares materials for events, edits and publishes program notices, reviews and updates departmental regulations, sends out announcements, and issues committee meeting reminders.
  • Assists with logistical management of projects and event planning, such as reserves spaces, purchases refreshments and supplies, and ensures a seamless implementation. Many times, this might include coordinating events with the Office of the President, the Dean’s Office, the Eastman School of Music, and other departments and student organizations.
  • Exercises initiative and technical expertise to manage online data management systems and associated websites.
  • In coordination with the Language Center Administrative Assistant, manages and reserves department-owned spaces to ensure that logistical needs are anticipated and met.
  • Serves as key contributor to regular departmental meetings and retreats.
  • Develops collegial relationships with other staff in the College to cultivate process excellence and best practices.
  • Interfaces with appropriate College and University staff to address issues with infrastructure and exercise initiative to respond to building emergencies in a manner consistent with established University protocols.
  • Greets and orients visitors in person, on the phone, and via email and makes referrals to appropriate office staff.
  • Other duties as assigned.

Finance

  • Provides financial oversight and forecasts fiscal resources needed for multiple and distinct budget ledgers, such as the Paul J. Burgett Intercultural Center, One Community Programming Fund, Communal Principles Project, and the College Diversity Roundtable.
  • Manages complex requests for external department users, purchases, and invoices by adhering to established policies and priorities and using judgment to determine the most effective and efficient methods.
  • Consults with the University Finance Department to devise appropriate methods to handle complex financial arrangements.
  • Ensures proper allocation of expenses and revenues, including staff salaries and benefits.
  • Administers and manages departmental purchasing card, reviewing and approving purchases through on-line system.
  • All purchasing for department, as well as travel arrangements and reimbursements.
  • Allocates budget to correct accounts and sub-codes.
  • Steward purchasing relationships with suppliers for core departmental services.
  • Achieve and maintain CLASP certification for administering multiple sponsored programs; master procedures in the creation, monitoring, and closure of accounts to minimize risk.
  • Monitor departmental expenditures across Financial Activity Objects through the UR Financials system.
  • Monitoring the budget while forecasting the needs with regard to supplies, facilities, and operations.

Program/Event Planning

  • Serves on committees concerned with administrative duties and other committees as deemed appropriate.
  • Assists in the coordination of events, newsletters, websites, and any other needs.
  • Completes research and benchmarking projects as assigned.
  • Negotiates space reservations with both on-campus and off-campus service providers to meet the needs of diverse programs and events.
  • Develops and negotiates catering orders for events mindful of the needs of diverse audiences, and ensuring compliance with University sanitation guidelines.

Personnel

  • Hires, trains, and coordinates the schedules of the student workers and oversees the payroll approval process of the University systems.
  • Supervises student employees and interns in coordination with the student employment team.
  • Provides administrative support for hiring activities, including correspondence with candidates, coordinating search committee meetings, and interviews.
  • Provides administrative support for staff traveling on university business, including registration, travel arrangements, payments, reimbursements, and other activities necessary to ensure successful travel.

Qualifications:

A bachelor's degree is required. Preferably in business, international relations, languages, and/or global studies.

A minimum of 2-4 years of practical experience in logistical coordination in an office setting, preferably in higher education or a non-profit organization.

  • As this is a fast-paced environment with different ebbs and flows during the semester, this Administrative Assistant must be able to take initiative and function independently – many times being the sole person in the office, pays close attention to detail, and prioritizes multiple projects.
  • Provide leadership and oversight for the development and implementation of policies, procedures, and standards in service areas.
  • Ability to express ideas clearly (written, verbal, and non-verbal), adjusting language and/or terminology to meet the needs of diverse audiences.
  • Must be able to demonstrate patience with different demographics of students and stressful situations.
  • Ability to represent the BIC and act as a liaison to the University community and partners with a high level of professionalism and excellent interpersonal skills.
  • Works effectively with others to accomplish organizational goals, assess, identify, and resolve problems. Shares knowledge and experience and is cooperative with others.
  • Enthusiasm for engaging with others in the promotion and/or awareness of intercultural and intersectional competencies, identities, foreign languages, and international communities.
  • Supports the acclimation and sociocultural development of the campus community.
  • Must be able to demonstrate proficiency in Microsoft Office Suite/Google Docs, Adobe InDesign, the Internet, and managing websites/social media.

Please submit a cover letter, resume, and list of three professional references.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: The College

Job ID: 209291

Regular/Temporary: Regular

Full/Part Time: Part-Time