Administrative Asst

As 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 (Full Address): Select a Shipping Address, Rochester, New York, United States of America, 14627 Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 300006 ESM Academic Affairs Grade: UR URGB 107 H Compensation Range: $18.27 - $33.65 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. Responsibilities: Serves as principal assistant to a Senior University Executive, Dean, or a Director, providing office supervision and coordinating support service; manages the general office and related administrative services of a large academic department; manages specialized support functions in a University service department, a college or large project; performs related duties.Schedule 8:30 AM-5 PM Responsibilities GENERAL PURPOSE: Under general guidance, and with significant latitude for independent judgement and initiative, serves as the principal assistant to the Senior Associate Dean of Academic and Student Affairs and the Associate Dean of Faculty Affairs. In addition to providing detailed administrative support to the Sr. Assoc. Dean and Assoc. Dean, this position also provides general support to all staff in the Office of Academic Affairs. This individual has regular contact with faculty, students, staff, and parents, and handles highly confidential and sensitive information. The Administrative Assistant is responsible for monitoring their own performance on assigned tasks by prioritizing assignments independently to ensure completion in a timely manner, and is expected to possess outstanding organizational and communication skills. RESPONSIBILITIES: Administrative Operations - Manage the calendars for the deans in the Office of Academic Affairs, choosing and recommending between competing demands and referring matters to be handled by others. This includes the coordination of a broad range of specialized committee meetings, regular meetings between members of the Eastman community, and other appointments as requested. - Serve as the first point of contact for students, faculty, parents; providing a welcoming presence to all visitors to the office - Interact and communicate with various constituents through e-mail, telephone, Zoom, and in-person correspondence. - Provide support to all Academic Affairs office staff, including proof-reading, creation of minutes, researching information, and event support. - Manage the needs of the office, including filing, communication and correspondence, and the maintenance of office supplies and external supplier accounts. - Maintain leadership and committee rosters with the support of the Associate Director of Academic Affairs. Student and Academic Support - Assist with student information management in UR Student and other systems. - Provide weekly assistance for the Student Support Team, including the creation of agendas, data tracking, and end of year reports for the committee. - Prepare paperwork and track Change of Status information for undergraduate students that are seeking a change of academic major, a leave of absence, return from leave, or a withdrawal. - Schedule meetings and prepare letters for undergraduate students with unsatisfactory academic progress. - Collect materials provided by faculty members for academic integrity violations, update tracking information, and prepare letters to detail cases. - Keep record of short-term disability requests. - Provide administrative support for Visiting Scholars/Conservatory Exchange Program. Financial Management - Reconcile and process requests for the financial needs of the Office of Academic Affairs and related budgets, including the support of the office personnel, monthly budget updates, and the purchasing of office supplies and other necessary items. - Record and process expenses from faculty professional development account and other departmental reimbursements that require approval from the Office of Academic Affairs. - Oversee and prepare reimbursements and payments for various school-wide programs and initiatives, such as the English for Academic Purposes program and the Faculty Mentoring program. - Provide support to the Associate Director of Academic Affairs for financial transactions related to faculty searches and support. Program and Project Support - Manage the financial and administrative needs of the Professional Development Committee, including attendance at meetings, preparation of materials from applicants, notifying applicants of committee decisions, managing of all financial processes within the designated budget, updating the website with new forms, and preparing end-of-year reports. - Maintain and create new affiliation agreements between organizations and Eastman School of Music to support on/off-campus employment of international students seeking off-campus work related to their professional studies. - Plan and execute the annual Pi Kappa Lambda Induction Ceremony, celebrating the academic achievements of chosen students and faculty. This includes mass communication, program creation, coordination of in-person event logistics and catering, and ordering materials and memberships for inductees. - Support the planning and execution of Eastman's annual graduation ceremony. - Along with the Associate Dean of Faculty Affairs, review annual Faculty Activity Reports to determine individual honorees for the annual Celebration of Scholarship and Creativity. Plan and execute a reception for honorees, including creation of the presentation, venue coordination, and catering needs. - Identify dates and locations for Fulbright meetings, create flyers and email messaging for various newsletters, and schedule annual meetings for applicants with the Fulbright Program Advisor. - Provide administrative support and prepare communication for various awards given to members of the Eastman community, including:- - - Links Scholarship - - Sigma Alpha Iota - - Undergraduate Presser Award - - Other duties as assigned QUALIFICATIONS: Required: - College graduation or an equivalent combination of experience and training. - 1 year of relevant administrative experience Preferred: Bachelors degree. 2-3 years of relevant administrative experience in an academic setting. Must demonstrate understanding of academic procedures. Must have the ability to write well, to edit, and to think critically. Must have advanced working knowledge of MS Outlook, Teams, Word, and Excel; experience with Power Point, Workday (UR Financials/UR Student), Monday.com, Zoom, WordPress, and Box is desirable. Must display high-level organizational and interpersonal skills as well as the ability to maintain confidentiality and work accurately with details. Interest in music is a strong asset. 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. Notice: If you are a Current Employee, please log into myURHR to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. Learn. Discover. Heal. Create. Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.