University of Rochester Secretary II in Rochester, New York


Full Time 40 hours Grade 005 Biology Col


8 AM-4:30 PM


This entry-level position supports a large academic/research department. Acts as the secondary customer service presence in the Department of Biology's undergraduate (UPBM) office. Interfaces directly with faculty and staff, students and visitors. Helps to create and maintain the standard of customer service in the department. Serves as the primary contact for the bulk of undergraduate events and student employment and works to create and maintain the department's social media presence for undergraduate studies. Works directly with central university services such as the Registrar, Event & Classroom Management, IT, Communications and others.

Student Employment

With general direction and some latitude for independent judgement, serves as the departmental liaison to the Student Employment Office (SEO). Keeps abreast of all student employment policies and updates literature and online media accordingly. Works directly with faculty to post new and existing job openings using HRMS and/or Job Link Assigns pay grades and job descriptions appropriately. Advertises job openings at annual student job fairs. Processes new-hires and orients all student employees with information such as time-reporting procedures and policies and confidentiality agreements. Ensures compliance with 1-9 verifications and with the Wage-Theft Prevention Act. Ensures all student workers have completed necessary paperwork and safety training. Collects all timecards and processes payroll bi-weekly. Maintains and updates databases as necessary; removes graduated and terminated students, as well as inactive job numbers periodically.

Undergraduate Event Coordination

Coordinates, advertises, and promotes undergraduate events as needed, including graduation, pre-major advising open houses, poster sessions, Club Rochester events, the Student Employee/Teaching Assistant Appreciation Week luncheon, and various other intellectual and social gatherings. Works with faculty to schedule appropriate dates for events and communicates instructions to faculty and students. Supervises set-up/tear-down of each event and trouble-shoots as needed. Develops and nurtures relationships with student groups such as the Society for Undergraduate Biology Students (SUBS) and UPBM Peer Advisors. Develops a plan for branding and purchasing UPBM merchandise, and inventories and tracks expenses and revenue from merchandise sales. Coordinates t-shirt design contests and works with student groups to sell merchandise during events.

Social Media Maintenance

Creates, curates, maintains, and monitors the social media presence for the biology undergraduate program using Facebook, Twitter, lnstagram and the like. Creates social media posts focused on brand identity and promotion, while maintaining appropriate language, tone, brand guidelines and following department policy. Makes updates to the undergraduate pages of the biology website as assigned and checks links bi-annually.

Supports Course Coordinator

Performs routine and non-routine tasks as assigned by the Course Coordinator, including data entry of grades, tabulating exam scores, reserving rooms using the Virtual Event Management Systems (VEMS), polling teaching assistants for availability, and scheduling make-up exams. Level of support will fluctuate during different times of each semester.

Supports Program Manager

Performs routine and non-routine tasks as assigned by the Program Manager, including filing student records, disseminating data, updating the newsletter, preparing slide shows, and posting items to the internet. Level of support will fluctuate during different times of each semester.

Minor and Certificate Coordination

Handles all requirements and information about respective minors in biology and computational biology and the respective certificates in biotechnology and computational biology. Keeps abreast of all minor and certificate requirements. Works with students to collect information and develop a schedule. Maintains a database and tracks progress of students declaring a biology major or certificate. Will create and print certificates of achievement for dissemination during graduation.

Photocopier Maintenance

Handles most copying of course materials and maintains the copier as needed. Performs periodic checks, orders supplies, corrects paper jams, and contacts Xerox for service as warranted.


Two years of post-high school education and/or equivalent education and experience. Should be familiar and comfortable working on a Macintosh computer and with Microsoft applications such as Word, Excel, and Outlook. Position calls for strong technical skills and a willingness to learn new applications as the needs of the office change. Commonly used applications currently include Box, FileMaker Pro, Pages, Acrobat, Blackboard, Web Content Management System (WCMS). Candidate must be knowledgeable and comfortable working with various social media platforms. A background in communications, marketing, advertising, web writing, or similar would be helpful. Ideal candidate must be customer-service oriented, with a talent for multi­tasking and working with a wide variety of people. A proactive can-do attitude is essential.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Secretary II

Location: The College

Job ID: 207451

Regular/Temporary: Regular

Full/Part Time: Full-Time