Office Manager, President's Office
Under general guidance and with significant latitude for independent judgment and initiative, this position serves as a critical member of the Office of the President, providing day-to-day executive-level administrative support to the Deputy to the President and providing administrative and logistical support for activities and events managed by the office. Provides back-up administrative and operational support to the president and other senior staff as needed.
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 executives and high-level administrative staff within and outside the University. 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 this position. Candidates who do not meet this requirement will not be considered for the position.
Directs, plans, coordinates and manages the presidential meeting and engagement process using a web-based workflow system (Monday.com). This includes reaching out to campus units to solicit meeting and engagement requests requiring the president’s participation, gathering information on the meeting or event and entering into the workflow system, and in partnership with others, planning the president’s calendar for the upcoming year. Weekly, this includes facilitating meetings with staff from the Office of the President, the Office of Advancement, and the Office of University Communications to plan, assign tasks, track status, and manage the overall workflow of materials and logistics need
ed to prepare the president for the event. Together with this staff, it also includes leading a discussion on the logistics of each event with the president each week. Gathers and archives relevant meeting information as appropriate.
Independently runs the day-to-day operations of the office. This includes managing the reception desk, serving as the primary point of contact for callers and visitors to the office, managing access to the president and other senior leaders within the suite, and managing staff vacation and out of office requests to ensure the office is appropriately staffed at all times. Writes, maintains and updates office procedures to ensure they are up to date. Maintains contact information for all staff. Ensures routing maintenance and support of all office/suite equipment and arranges for repair work as needed. Occasionally runs errands as needed.
Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing correspondence for the office. Prepares official, high-profile letters and correspondence for electronic or mail distribution. Ensures responses are written with the appropriate tone and messaging appropriate for the audience. Uses keen judgement and problem-solving skills in responding appropriately to challenging correspondence. Properly archives all correspondence in the electronic filing system.
Provides administrative and logistical support for University leadership meetings. Duties include scheduling meetings, reserving meeting rooms or arranging hybrid/remote meetings, arranging and supporting equipment needs, arranging for food/beverages, preparing and distributing agendas, and ensuring all materials are prepared and available as needed. May also be asked to take notes during meetings. Examples of leadership meetings include those for the Senior Leadership Group, University Cabinet, and University Management Team, Board of Trustee committee meetings, etc. Also assists with supporting large, high-visibility, logistically complex meetings and events as required, such as in-person Board of Trustee meetings and Commencement.
Manages the calendar for the Deputy to the President. Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations. Jointly manages the president's calendar, scheduling meetings and engagements in partnership with the executive assistant to the president.
Upon request, assists with preparing and compiling information and materials for presentations, meetings, or other engagements. Disseminates materials as requested. May conduct preliminary research upon request.
Provides back-up coverage when other administrative support staff are out of the office to ensure the office functions smoothly. Assists with other office duties, as needed. Provides back-up support to the Office of the President business manager. This includes but is not limited to purchasing supplies or other items, processing financial transactions, ordering office supplies and equipment, and managing phone service needs.
Assists with special projects that support the office as needed and assigned. Examples include writing and maintaining office procedures, archiving presidential or Board of Trustee materials, coordinating space and facility needs for the office, etc
With direction, manages human resources (HR) administrative needs for the office. This includes, but is not limited to working with the assigned HR Business Partner on the hiring process; on-boarding and off-boarding staff, arranging workspace and equipment needs; updating and maintaining confidential employee files and personal data needed for emergency contacts. Works collaboratively with HR Leave Administration to process leave information, such as disability, Workers’ Compensation, Family Medical Leave Act (FMLA), and Paid Family Leave (PFL). Completes PAF forms. Ensures compliance with University policies, procedures, and other regulations as applicable.
Other Duties as assigned
College graduation required; Bachelor’s degree preferred.
3 years of related work experience required including at least 1 year in an administrative capacity
Experience in an executive-level or higher education administrative office setting preferred; or equivalent combination of education and experience
Knowledge and Skills
Excellent interpersonal and communication skills;
Ability to interact with a broad range of internal and external constituencies, including senior executives;
Exceptional organizational and time management skills with a keen attention to detail;
Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters;
Ability to quickly and thoughtfully build and maintain relationships;
Ability to work both collaboratively and independently and meet deadlines;
Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment;
High level of proficiency with Microsoft Office applications, Zoom, and Adobe Acrobat. Willingness to learn and become proficient in Monday.com and other new applications, as required.
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: $ 20.00 - $ 38.46 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.
Location: Central Administration
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 052