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University of Rochester Admin Asst, Student Affairs Office - 225452 in Rochester, New York

Admin Asst, Student Affairs Office

Job ID

225452

Location

School of Nursing

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 051 SON Staff/Education Programs

Schedule

8 AM-4:30 PM

Responsibilities

Position Summary

The Administrative Assistant (AA), supports the Student Affairs Office by performing a wide variety of complex administrative tasks requiring initiative, independent judgment, and exceptional interpersonal and communication skills. The AA is enthusiastic, motivated, and adaptable, is able to work with little supervision, has a high stress tolerance, and must be able to take initiative in all tasks. Working in a constantly changing, fast-paced environment, the AA is focused on quality and execution and possesses both reliability and consistency. As a trusted partner assisting with prioritization of daily commitments and optimizing effectiveness of the Student Affairs Office, the AA must be able to maintain confidentiality and exercise discretion in handling sensitive matters. The AA prepares reports and presentations, and works effectively with internal and external partners and stakeholders.

This position has frequent deadlines and requires: attention to detail, problem solving, prioritization of immediate and long-term tasks, preparation of routine and non-routine correspondence and reports and frequent interaction with students, faculty, staff, and community partners. This role offers the opportunity to work within an innovative culture that is focused on transformational change in nursing education and continuous learning.

Specific Responsibilities

Administrative Support for the Student Affairs Office (50%)

  • Anticipates office needs and obtains background material for decisions, meetings and conferences. Compiles and edits for accuracy reports, correspondence, publications and presentations. Prepares and signs routine and non-routine correspondence. Composes correspondence on policy or other student affairs related matters.

  • Manages and coordinates time, calendars, phones for the Director of Student Affairs and the office choosing or recommending among competing demands on time.

  • Manages all aspects of event planning for the office, coordinating with program support staff for program specific events. Event types will include, but are not limited to, new student orientation, pinning and graduation, Sigma Theta Tau Chapter support, consultations, conferences, travel arrangements, routine calendaring and meeting scheduling, committee events, etc.

  • Serves as principle liaison with education programs and specialty directors, and education support staff related to program-specific events as well as standing and specialty committees of the SON education mission.

  • Serves as SON representative on appropriate university activities/committees relevant to student affairs, support services and student satisfaction

  • Provides support to the Director of Student Affairs including but not limited to having in depth knowledge of all operational needs of the office and making decisions on behalf of the director. This will include direct interaction with faculty, staff and students as well as internal and external constituents.

  • On behalf of the office, answers correspondence and inquiries involving the interpretation of University and SON policy, regulations, and procedures.

  • Provides support for all student-related matters (inquiries/concerns) ensuring timely response and triage of emerging student needs or concerns; maintains strict confidentiality in handling all student communication and documentation/records as well as other data.

Office Operations: (40%)

  • Screens, resolves, and directs resolutions of questions, problems, and needs directed to the office; continually examines and improves administrative procedures fully accepting all responsibilities and meeting deadlines.

  • Manages the annual process of updating the student handbook.

  • Oversees electronic communications: answers or triages email correspondence/inquiries from students, faculty, internal/external constituents, creates and sends instructive emails, provides personalized emails to students and other groups as needed, employs systematic and accessible archives of office communications.

  • Maintains and monitors student affairs office electronic records and databases.

  • Supports student-related activities including: LIFT, pet therapy program, CAPS, and ongoing student compliance; collaborates with Clinical and Education Resource Center (CERC) staff related to students’ lab and simulation experiences.

  • Supports ADA accommodations including managing the scheduling of interpreters, captioning, proctoring and testing accommodations.

  • May train, support, provide coverage for and delegate work to clerical staff and/or student employees in the Student Affairs Office.

Professional development activities (5%)

  • Actively participates in ad hoc teams and initiatives as needed; Serves on appropriate SON committees as needed/interested.

  • Seeks out learning opportunities to increase expertise in software and hardware technologies, as well as a wide range of systems, applications, and customized needs in support of education initiatives.

  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies.

Other Duties and Tasks as Assigned (5%)

Qualifications

Minimum acceptable qualifications:

Bachelor’s degree and one year of administrative experience or equivalent. High proficiency with Microsoft office suite.

Preferred qualifications:

5 years of relevant administration experience including at least 1 year in an administrative capacity in an academic office or project management strongly preferred. Master’s degree or graduate coursework

COMPUTER/TECHNICAL SKILLS AND OTHER SKILLS:

Advanced proficiency in computer and printer hardware and software, i.e., Microsoft Office, Excel spreadsheets, Power Point, Microsoft Mail and databases. Proficiency in working with Learning Management Systems and support systems (e.g. Blackboard, Zoom); Ability to organize the work area; and handle frequent interruptions; Very strong communication skills and ability to multitask and act on behalf of the Associate Dean with minimal direction is required.

ALL TASKS ARE ESSENTIAL; THERE ARE NO NON-ESSENTIAL TASKS.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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