Faculty Senate Coordinator

Faculty Senate ManagerAs a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.Job Location: 220 Hutchison Rd, Rochester, New York, United States of America, 14627Opening: RegularTime Type: Part timeScheduled Weekly Hours: 20Department: 200101 Ofc for Academ Fin Admn & PlngWork Shift: UR - Day (United States of America)Range: UR URG 106 HCompensation Range: $21.36 - $29.90ResponsibilitiesManages and oversees all operational requirements of the University's Faculty Senate. This includes working directly with the Co-chairs of the Senate Executive Committee (SEC) to ensure all policies and procedures in leading the Faculty Senate are strictly followed. Works closely with other departments across the institution to ensure all guidelines are being followed when creating and maintaining the Voting Eligible Faculty members. Oversees the Faculty Senate's compliance with the Faculty Senate charter, Faculty Handbook, and standing committees' bylaws. Handles highly confidential and sensitive information and must exercise independent judgment in managing a large volume of obligations in a timely and efficient manner.Essential FunctionsMinutes, Transcripts, and Record KeepingTakes minutes at the Senate executive committee meetings, reviews minutes with co-chairs, and distributes to the executive committee at the direction of the chairs.Prepares verbatim minutes for Senate meetings and UCTP-led hearing committees. Reviews content of verbatim minutes with participants. Stores and distributes or posts minutes as needed.Supports minutes and record keeping for other Senate committees at the direction of the Senate co-chairs.Record KeepingProvides support to the University Committee on Tenure and Privileges (UCTP) for faculty grievances and confidential hearings. This includes confidential storage of documents related to UCTP hearings.Compiles and archives meeting agendas for the Senate and its executive committeeProcess Support and ManagementBudget managementProcesses invoices and journal entries in WorkdayMonitors spending to ensure budgets are aligned with strategic priorities.Provides budgets to Senate leadership and Provost's office upon request.Makes recommendations on spending and implements changes.Plans and manages Faculty Senate meetings and Faculty Senate receptions hosted by the President and Provost, and Senate Executive Committee meetings which include the President and Provost. Secures venues, providing hybrid participation options, organizes special event parking, creates agendas, records official transcripts, organizes AV support, and creates presentations, official invitations, and communicationSupports other Senate-related meetings, at the direction of the Senate co-chairsFaculty Senate ElectionsCreates and programs complex election procedures to produce unique, confidential, and anonymous voting tools and procedures for the Voting Eligible (VE) Faculty members.Collaborates with the Faculty Senate Committee on Elections evaluating and revising election bylaws and best practicesInvestigates and tests new applications for future use in the administration of Faculty Senate electionsSenate CommunicationCollaborates with Institutional Research, University IT, and the Assistant Vice Provost for Academic Initiatives to develop and maintain the methodology required to create the Voting Eligible Faculty database necessary for all communications and elections from the Faculty Senate to the University Faculty (3000+)Working closely with the Academic Center web team, maintains content on the Faculty Senate website, including auditing content and identifying when updates are needed, producing new content, and ensuring that certain confidential materials are posted in a secure fashion.Updates all information posted to the Faculty Senate website including committee composition, revised bylaws and messaging or news updatesCreates and administers surveys on behalf of the Faculty Senate Committee on ElectionsManages communications between the Faculty Senate and the Office of the Provost and ensures processes are in place for identifying and elevating concerns when needed.Other duties as assignedMinimum Education & ExperienceAssociate's degree and 3 years of progressively responsible experience in administrative support requiredOr equivalent combination of education and experienceKnowledge, Skills and AbilitiesAbility to prioritize effectively and efficiently.Ability to manage multiple competing priorities in a timely manner.Ability to complete tasks on time with a high degree of accuracy.Knowledge of the current higher education landscape for faculty (preferred).Demonstrated understanding of best practices in the faculty space (preferred).Outstanding communication and interpersonal skills for audiences of faculty, staff and leaders.Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc.Knowledge of: Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planningThe University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.