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University of Rochester Assistant - School of Nursing Administration - 237044 in Rochester, New York

Assistant - School of Nursing Administration Job ID 237044

Location School of Nursing Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 SON Central Administration

Schedule

8 AM-4:30 PM

Responsibilities

GENERAL PURPOSE: With considerable latitude for independent judgment, serves as administrative support for central offices and committees within the School of Nursing, including Senior Leadership and Chair of Faculty Governance. This highly visible position manages routine and specialized support functions for standing committees/councils; serves as the designated backup for supporting the Dean’s office, which includes answering phones and managing the Dean’s schedule when the Dean’s Executive Assistant is not available; and coordinates and plans school-wide events such as commencement, pinning ceremonies, and annual holiday celebration.

TYPICAL DUTIES:

20% Primary Committee Support for SON’s Central Standing Committees & Councils

  • With minimal direction from committee chair(s) or administrators, independently facilitate meeting arrangements including room scheduling, agendas and guest speakers (when applicable) for SON’s two Central Standing Committees (Faculty Governance Committee and Faculty Meetings).

  • Collaborate with IT and Office of Institutional Effectiveness to ensure decisions made at central faculty committees are recorded in the proper information systems and year-end reports follow accreditation and regulatory standards.

  • Where necessary, recommend process and reporting changes concerning central committee decisions to diverse stakeholders, including senior leadership, faculty, and staff.

  • Attend all meetings and record all essential points of meeting discussions, decisions, and action items.

  • Maintain confidentiality of all items discussed in meetings. Ensures proper handling of all confidential and time sensitive materials to leadership.

  • Provide committee chairs meeting minutes for review and approval within 1 week of the said meeting. Distribute meeting minutes based on committee protocol.

  • Liaise with Office of Institutional Effectiveness Program Assistant to ensure all minutes required for accreditation are recorded and saved.

  • Maintain comprehensive grid for all school committees. This includes tracking of election results, members, reoccurrences, and support staff.

  • Manage the process for committee data updating in SON DB (School of Nursing Database). This includes coordinating with committee chairs and support staff to ensure information is being entered and validated in an appropriate timeframe.

Dedicated Dean’s Office Support Backup

  • Phone coverage and calendaring. Both as backup during the course of the work day and for vacation coverage. Including being the gatekeeper for the Dean’s calendar and making calendaring decisions with tact and sound judgement.

  • Maintain confidentiality and ensure proper handling of all confidential and sensitive topics associated with leadership meetings.

  • Assist Dean with formatting and editing of key presentations, such as presentations to UR/URMC boards and State of the School Address. Includes making recommendations on presentation flow and layout.

  • Handle or triage matters that do not need the attention of Dean.

  • Compose and type routine and non-routine letters, memos, and email messages.

Purchasing Support for School of Nursing (SON) Central Offices

  • Manage the purchasing process for SON Central Offices including Finance/Accounting, Personnel Administration, Office of Institutional Effectiveness, PR/Communications, and Central Standing Committees.

  • Utilize the University’s Procure to Pay system to create purchase orders, pay supplier invoices, and maintain appropriate documentation for these purchases.

  • Be primary Purchasing Card holder for SON Central Offices and, in a timely manner, upload supporting documentation for Purchasing Card transactions.

  • Work with SON Central Sr. Accountant to stay up to date on purchasing policies and procedures. Where appropriate, make recommendations to enhance the purchasing process within departments.

Coordination & planning for SON-wide events

  • Working with key stakeholders within SON and at the University level, including the Dean, Associate Deans, and others, coordinate Commencement, Pinning Ceremonies, and other key SON events

  • Plan other ad hoc events as decided by the Dean’s Office

Administrative Support for SON Central Offices

  • Be the gatekeeper for SON Senior Leadership’s calendars, including SON CFO.

  • Support SON Central Offices with administrative functions such as implementation of office policies, editing and proofreading, as well as formatting documents.

  • Compose and type routine and non-routine letters, memos, and email messages.

  • Maintain and update organizational charts for SON Central Offices.

  • Ability to learn new systems, both University-wide and department level, to ensure workflows are keeping up to date with new information systems and data availability.

    Other duties as assigned

REQUIREMENTS:

  • College graduation or an equivalent combination of experience and training required

  • 1 year of relevant administrative experience required;

  • or equivalent combination of education and experience required

Preferred:

  • Excellent written and verbal communications

  • Ability to critically think

  • Active listening

  • Handle frequent interruptions

  • Proficiency with Microsoft Office (especially Outlook, Excel, and PowerPoint)

  • Attention to detail and problem solving

  • Excellent organization, time-management, and work prioritization skills

    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

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