University of Rochester Assistant, Master's Program in Rochester, New York
Full Time 40 hours Grade 009 SON Staff/Education Programs
The employee in this position provides advanced secretarial support for multiple graduate programs, the graduate program director, multiple specialty program directors, faculty, and students in the Master's Program at the School of Nursing.
The employee works under the direct supervision of the Administrative Assistant for the Master's Program to ensure quality, consistency, and efficiency among the Master's Program specialties. This position requires: the ability to work collaboratively with the Master's Program Administrative Assistant and other academic programs within the SON, as well as a diverse group of faculty and staff; a talent for sound judgment and proactive identification and problem solving; an organized methodical approach for routine and non-routine tasks; and the ability to prioritize tasks and responsibilities based on changing program needs and priorities. The employee will provide support to the Program Director and Specialty Directors, and over 30 teaching faculty members supporting coursework, student needs, and related requirements for the graduate programs at the School of Nursing. The ability to communicate effectively, demonstrate teamwork skills, and to work collaboratively and courteously with faculty, staff, and students at the School of Nursing is essential. The employee will exhibit excellent customer service orientation. The employee must comply with FERPA regulations while handling confidential student information and records.
Support for the Master's Program
Using the Blackboard Learning Management System (LMS), accurately manage coursework for numerous program faculty. This will entail responsibility for approximately 20 courses per semester and requires an organized and methodical approach, as well as the flexibility to prioritize coursework based on program and faculty needs. Tasks include:
- Create/ upload syllabi, content outlines, PowerPoint slide sets, handouts, exams, and all related course materials from Microsoft Word into Blackboard LMS, assuring documents are in appropriate academic format and are easily accessible for students.
- Request copyright permission from the copyright center/rights holders for articles, books, chapters, and journal articles prior to posting online.
- Communicate with publishing companies for desk/exam copies of texts for faculty. Maintain Program Library.
- Coordinate course book orders with faculty and the Barnes & Noble bookstore each semester. Occasional travel to the B&N; bookstore to retrieve orders.
- Collect and maintain course syllabi on G:.ublic drive each semester.
- Assist faculty in the deployment of surveys, course assessments, and communication to students in all specialty programs.
- Obtain requested course materials from UR Libraries or other sources
Support faculty as well as standing program committee and subcommittee meetings as requested.
- Coordinate and schedule meetings through use of Outlook calendar and Zoom.
- Prepare and distribute agenda, attend meetings to take minutes with sensitivity to the confidential nature of discussions, create minutes, file, distribute, and archive minutes electronically.
- Compile and maintain departmental meeting files ensuring they meet CCNE accreditation requirements.
- Respond to student requests to meet with faculty; set up meetings via Outlook.
Assist Master's Program AA and Program Director with special projects (for example, the Preceptor Workshop, the Comprehensive Examination), events (such as catering and facilities orders), and other work as assigned. Provide assistance to other SON academic programs as requested. Work with AA to identify inefficiencies and opportunities to improve program processes.
Maintain office supply inventory, make decisions about product choices based on program/ faculty needs, in consultation with the Program AA.
Perform routine administrative support: answering the telephone, filing, collecting and distributing mail, processing invoices, making photocopies, serving as departmental secretary.
Support for the Master's Program Director
Provide routine and non-routine support for the Director of the Master's Program to include, but not limited to, creating Microsoft Office documents as requested (MS Word, Excel, PowerPoint), making conference and travel arrangements, processing expense reports (e.g., T&C; forms), scheduling using MS Outlook, photocopying, filing, and maintaining a carefully organized system of filing both electronically and for paper files.
Two years of post-high school education in business, or related field, and minimum of 3 years of secretarial and administrative support experience, or an equivalent combination of education and experience. Prefer 2-4 years of experience in an academic setting.
To perform this job successfully, an individual must be able to perform each essential duty with a high degree of consistency, accuracy, and reliability. The requirements listed are representative of the knowledge, skill, and/or ability required. The employee must have a proven ability to interact with all levels of faculty and staff in a professional manner, possess excellent communication skills, and focus on customer service. Attention to detail is a must. The employee must show initiative and resourcefulness. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EOE Minorities/Females/Protected Veterans/Disabled
Job Title: Assistant, Master's Program
Location: School of Nursing
Job ID: 208485
Full/Part Time: Full-Time