Secretary III

Rochester, NY

Responsibilities

General Purpose:

The Center for Community Engagement fosters collaborative leadership between community partners, students, and other University stakeholders to discover transformative solutions and create equitable social change in the local community and beyond. The University’s Meliora values (equity, leadership, integrity, openness, respect, and accountability) are prevalent in all that we do. We pursue our mission through a portfolio of programs and initiatives that span the enrollment cycle for undergraduate students in the College (Arts, Sciences, and Engineering), and that range from curricular to co-curricular in focus.

Under the direction of the Operation Manager, the Operations Assistant provides administrative support to the staff of the Center for Community Engagement in the areas of office management, finance, and event planning. Serves as an important contributor to the Center, and a member of the staff of the College.

Duties and Responsibilities:

Office Management (40%)

  • Serve as the initial point of contact for the Center to both internal and external constituencies (students, faculty, staff, parents, community partners, alumni and donors) including contacts in person, by phone, email, and written correspondence. Exercise independent judgment in responding to inquiries and referring them to the appropriate staff member for follow-up.

  • Manage the office calendar to ensure that logistical needs of the office are anticipated and met. Manage the daily calendar of the Center’s Director and Assistant Dean and professional staff for appointments with students, faculty, community partners and other constituents, recommending or choosing among competing demands and using discretion to screen and direct visitors to appropriate office staff. Coordinate complex meetings for the Center, including collaborative meetings with other offices and community partners.

  • Organize reports and data, prepare meeting minutes, prepare materials for events and issue committee meeting reminders.

  • Provide administrative support for staff in the Center traveling on University business, including registration, travel arrangements, reimbursements, and other tasks necessary to ensure successful travel.

  • Coordinate with student employees and interns to ensure completion of relevant administrative duties.

  • Maintain schedule for conference room by responding to staff reservation requests, updating schedule in Outlook and hard copy, prepare room for various meetings.

  • Maintain an inventory of devices (desktops, laptops, tablets, recording equipment, accessories), regularly check that devices are in working order, troubleshoot minor tech issues for staff and direct higher-level issues to University IT support.

Finance (40%)

  • With oversight from the Operations Manager and Program Managers, prepare financial forms to generate payment for purchases and invoices using judgement to determine the most effective methods appropriate using University’s online procurement systems.

  • Maintain complete and up to date records of all transactions on the Center’s shared drive by diligently labeling and scanning documentation.

  • Ensure proper allocation of expenses and revenues, through monthly financial reconciliations. Utilize the University’s UR Financials system and spreadsheets to assist in monitoring budgets for individual programs with guidance from other office staff.

Event Planning (15%)

  • Make space reservations with both on-campus and off-campus service providers to meet the needs of the Centers’ diverse programs.

  • Develop and negotiate catering orders for departmental events mindful of the needs of high-profile audiences, diverse needs, and ensuring compliance with University sanitation guidelines.

Other duties as assigned. (5%)

  • Serve on ad hoc and standing committees within and beyond the Center.

Qualifications:

  • Associates degree preferred

  • 2-4 years of transferable administrative experience or equivalent combination of experience and training required.

  • Ability to express ideas clearly (written and verbal) to represent the Center and the University with a high level of professionalism and interpersonal skills required.

  • The ability to work collaboratively for the benefit of all parties involved required.

  • The ability to adjust to changing priorities in a busy environment required.

  • Proficiency with Microsoft applications including Word, Excel, Outlook, and PowerPoint, and familiarity with cloud-based communications and file-sharing platforms 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

Pay Range: $ 15.38 - $ 21.54 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.

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Location: The College
Full/Part Time: Part-Time
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