Assist Chief of Staff & Assist Sec to the Board
Rochester, NY
Responsibilities
General Purpose:
The assistant chief of staff and assistant secretary to the Board of Trustees provides operational and high-level project and administrative support for the Office of the President, helping to coordinate and advance the work of the Office of the President and the Board of Trustees (University governance). The position will work to maximize the effectiveness of the office by coordinating office workflow (including scheduling, staffing, communications, events, and interactions with internal and external constituencies), and coordinating and tracking projects. The work supporting the secretary to the Board of Trustees includes managing board materials, records, processes, and correspondence, and working on special projects as assigned by the secretary to the Board of Trustees. This position oversees work with limited direction and significant latitude for independent judgement and initiative.
This position works closely with all Office of the President staff in a fast-paced, team-oriented, high-visibility environment and acts as a liaison between the office and other senior leaders, trustees, and their staff. The duties of this position require the need for absolute confidentiality, professionalism, and exceptional attention to detail.
NOTE: A cover letter Is required for consideration for this position and should be attached as the first page of the resume. The cover letter should address your specific interest in the position and describe the skills and experience that directly relate to the needs of this position. Candidates who do not meet this requirement will not be considered for the position.
Responsibilities:
PROJECT MANAGEMENT
Coordinates and manages projects that involve the Office of the President, monitors status, and tracks and follows-up on action items. Ensures projects are completed on time.
Gathers, investigates, researches, analyzes, or studies information to support internal Office of the President or broader decision making. Summarizes the results or recommends and implements a course of action, depending on the need.
HIGH-LEVEL ADMINISTRATIVE SUPPORT
Assists in preparing meeting agendas and materials, planning meeting logistics, drafting and distributing meeting minutes, following up on action items, conducting post-meeting surveys, etc.
Manages and maintains all current board-related documentation in an online system.
Works with the University archivist and Office of the President staff to ensure important Office of the President and Board of Trustee documentation is archived for historic University purposes.
Conducts Board of Trustee and other surveys, as needed, and compiles and summarizes results.
OPERATIONS MANAGEMENT
In partnership with the office manager, ensures that the Office of the President operates efficiently and effectively. Identifies and implements opportunities to enhance operations, processes, and systems, including those related to workflow, technology, equipment, and resource management.
Oversees the annual process for scheduling strategic meetings and events.
RELATIONSHIP & COMMUNICATIONS MANAGEMENT
Researches and responds to ad hoc inquiries from internal and external constituents and stakeholders, including senior university leaders and trustees.
Researches, writes, edits, and/or coordinate communications and correspondence, as needed.
Writes, edits, or assist with reports, briefings, presentations, speeches, and responses to institutional and strategic issues, as appropriate.
Provides input on presentations and materials for various University stakeholders (Board of Trustees, faculty, staff, students, alumni, prospects, etc.)
OTHER DUTIES
Serves as the delegate chief of staff to the president and/or the secretary to the Board of Trustees, in their absence as needed.
Performs other duties as assigned.
Qualifications:
Bachelor’s degree
Master’s degree
At least five years of progressively responsible, related work experience, including at least three years in an administrative capacity, preferably in a university setting.
Strong organizational and critical thinking skills and the ability to manage multiple priorities and projects with a keen attention to detail.
Exceptional verbal and written communication skills. This includes a demonstrated ability to write clear, concise correspondence, meeting minutes, email messages, etc.
Superior interpersonal and diplomatic skills and the ability to establish and maintain positive working relationships with others and convey a high level of professionalism, collegiality, and respect for individuals at all levels within an organization.
Demonstrated ability to maintain the confidentiality and handle sensitive information with discretion.
Proficiency in using Outlook, Microsoft Office Suite (Word, Excel, PowerPoint), and a willingness and ability to learn new software, as needed.
Experience leading teams and developing positive relationships, and partnerships.
Understanding and exposure to complex budget systems and financial models.
Adaptable and able to thrive in a fast-paced and dynamic environment.
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: $120,600 - $180,900 Annual
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.
Location: Central Administration
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 056 President's Office
Schedule: 8:30 AM-5 PM