University of Rochester Secretary IV - 236726 in Rochester, New York
Secretary IV Job ID 236726Location Sch Engineering & App Sci Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening
Full Time 40 hours Grade 009 Computer ScienceSchedule
8 AM-5 PMResponsibilities
With minimal direction and considerable latitude for independent judgment, the department coordinator provides administrative support to faculty, staff, and students in all general areas of HR, finance, purchasing, and travel. Serves as first point of contact for all computer science members.
30% PURCHASING AND FINANCEServes as primary point of contact for non-capital purchasing within the department. Coordinates with other departments and external vendors to fulfill faculty, staff, and student order requests and is responsible for stocking the office with standard supplies.
Is responsible for creating, submitting, and tracking reimbursement expense reports for faculty, staff, and students (both graduate and undergraduate).
Instructs staff, faculty, and students on proper purchasing and reimbursement policies and procedures.
Processes payments for external vendor invoices and URCS guest reimbursements in Workday.
25% HUMAN RESOURCES
Assists Undergraduate Coordinators in creating contracts and the Human Resources activities for 100+ Teaching Assistants each semester.
Assists Undergraduate Coordinators in creating 506 payroll forms for Teaching Assistants each semester.
Coordinates hourly Research Assistant hires, supervises student workers, and instructs them through the hiring and onboarding process.
Orients new workforce members to HRMS as well as departmental policies and procedures.
Is responsible for the creation and organization of financial documents in correlation with department expenses.
Using URGEMS, performs non-salary data entry in a timely manner and with a high level of accuracy.
Reconciles non-salary items on Workday ledger reports including UR integrations expenses such as telephone charges, facilities work orders, DHL, and Federal Express.
Tracks, logs, and verifies high volume of PCard transactions and Purchase Orders in Workday 20% ADDITIONAL DUTIES
Completes travel requests, including arranging flights for faculty and students with a UR partnered travel agency.
Maintains departmental master calendar for shared conference spaces.
Coordinates Fall Colloquium Seminar Series, making hotel arrangements for guest speakers, announcing their talks, and completing their travel reimbursements.
Manages facilities/maintenance and telecommunications needs for the department, including internal moves and additions to department personnel.
Maintains and manages departmental telephone and office directory.
Completes other tasks as needed.
Candidate must have the ability to work independently in a fast-paced environment. Must be very organized and willing to learn new skills and software as needed.
Associates degree or 1-2 years of experience in an office environment.
Experience with Microsoft Suite (Word, Excel, Outlook) and Adobe Acrobat. Experience with University systems WorkDay, HRMS, URGEMS. Ability to complete internet transactions using web-based data entry programs. CLASP Certification preferred but not required at time of hire. Mac experience preferred, but not 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