Administrative Coordinator III

Rochester, NY

GENERAL PURPOSE:

The Staff Assistant has general responsibility for initial greeting, information giving, and or proper referrals for the Office of Student Affairs, Office for Residential Life, and Student Activities, as well as, specific responsibilities in key functional areas. Additional duties involve clerical and scheduling support, mail and package room responsibilities, ordering supplies with Student Affairs Staff Assistant clearance, special projects, and clerical related functions. Must be able to establish good working relationships with Student Activities, Residential Life, and other departments. Functioning with a necessary degree of autonomy and independence, the Staff Assistant must have a solid working knowledge of these duties, be able to function in fast-paced situations and deal with sometimes stressed/unhappy customers. Must also adhere to departmental policies regarding financial reporting. The receptionist reports directly to the Assistant Dean of Student Affairs and indirectly to professional office staff.

RESPONSIBILITIES:

  • Helps coordinate the schedules for the assistant dean of student affairs, area coordinator for residential life, and assistant director for student activities and engagement – answering and directing phone calls, voicemail, taking and distributing messages, and keeping the office area neat and tidy

  • Assists with the paperwork associated with several student affairs functions, typing documents and correspondence, maintaining databases, managing petty cash, selling tickets to events, using our URos swipe card system for exchanges, and monitoring purchases. Processing payments and invoice utilize Workday/UR financials. Reconcile p-card purchases at the end of each month.

  • Photocopying, Scanning, and Faxing documents - keeping the copier and printers filled with paper, monitoring the use and inventory of office supplies, opening the office, securing the office during breaks, lunch, and closing during business hours

  • Maintains a high level of customer service in all areas of the Office of Student Affairs. Provides historical reference by defining procedures for retention, maintaining documents, protection, updating, retrieval, transfer, and disposal of employee records. Completes weekly checks of all equipment, reservable spaces, and follows up on any missing, messy, or broken items/space

  • Coordinates and communicates with contractors, facilities, UnivIT, and others to assure proper access to the Student Living Center – this includes signing out keys, escorting visitors, and explaining building access policies. Back up support services as necessary and customer contact functions (ex. sign-ups, handouts, etc.) appropriately placed at the main entrance, front desk, and at visible locations at entrances of the Office of Student Affairs. Performs other duties as assigned by the Assistant Dean of Student Affairs.

Other duties as assigned

QUALIFICATIONS:

Required:

  • High School Diploma

  • Knowledge of MS Word, Excel, and Outlook

  • Calendar and meeting management

  • Proficient in use of email and internet

  • Good numeracy skills

  • Accurate keyboard skills

  • Knowledge of basic administrative procedures

  • Knowledge of basic accounting procedures

  • Organizational and planning

  • Time management skills and ability to prioritize work

  • Data management

  • Attention to detain and accuracy

  • Problem-solving

  • Adaptability

  • Customer service orientation

  • Team work

  • Communication skills – verbal and written

  • Confidentiality

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

Pay Range

Pay Range: $18.10 - $25.35 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Eastman School Music
Full/Part Time: Full-Time
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