University of Rochester Administrative & Financial Coordinator in Rochester, New York
Full Time 40 hours Grade 051 Writing, Speaking,and Argument
8 AM-5 PM
Serves as office administrator and program manager for the Writing, Speaking, and Argument Program and staff. The Administrative and Financial Coordinator plays a critical role in ensuring that the day-to-day operations of this fast-paced office run smoothly and efficiently with a heavy focus on finance and administrative responsibilities, including managing multiple faculty and graduate student appointments and overseeing the budget. Responsible for a considerable range of departmental administrative details and duties requiring extensive experience with policies, procedures, and practices of the University.
Budget -Serves as the advisor and general business manager to the Program Director on issues related to the Program budget and expenditures. Coordinates expenditures and property controls, reviews and approves invoices. Reconciles University ledgers on a monthly basis, maintains shadow budget, ensures all revenues are properly reflected in accounts, and all expenses recorded are appropriate to the account, and recommends necessary ledger changes to the Finance Dept. Oversees processing of invoices, requisitions, travel expenses and reimbursements for the Director, Associate Director, and staff.
HR and Payroll -Directs and coordinates maintenance of personnel files. Demonstrates a strong understanding of university policies and procedures for faculty and staff. Serves as liaison between WSAP and central administration offices, including (but not limited to) HR, payroll, benefits, and student employment. Maintains a key role in Interpreting and communicating policies and procedures to WSAP members. Coordinates payrolls and collaborates with HR office to address personnel issues. Generates all HR paperwork for staff Including faculty, post-doctoral, graduate, undergraduate, and TAR (including both hourly and salaried), communicates office policies and administrative procedures to staff and exhibits willingness to counsel staff on such procedures to ensure efficiency In day-to-day operations of the Writing Program, and maintains a strong working relationship with Human Resources, Payroll, Deans Offices and other departmental administrators to accomplish much of the responsibilities in this position.
Administrative -Serves as principal assistant to the Director of the Writing Program. Manages the time and calendar of the Director and refers matters to be handled by others. Represents the Director in contacts with the University community (faculty, students, and staff) as well as outside the University. Collaborates with the Director on hiring and budget tasks. Trains and mentors the Secretary IV and supervises student employees. Attends school-wide meetings of administrators to represent the Program and to receive information to be communicated to the Program director. Supervises office staff and conducts annual performance reviews.
Additional Office Management Responsibilities: Ensures systems and contingency plans are in place to make sure that critical office procedures, such as the placement process and course scheduling, continue smoothly. This Includes documenting and communicating policies and procedures. Ensures office facilities and space are in good condition.
College graduation or equivalent combination of experience and training. 1 year of administrative experience. Excellent organizational, Interpersonal, analytical, problem-solving, and written and spoken communication skills. Accounting background and prior University experience helpful.
Please attach a cover letter as page one with resume.
EOE Minorities/Females/Protected Veterans/Disabled
Job Title: Administrative & Financial Coordinator
Location: The College
Job ID: 207699
Full/Part Time: Full-Time