Administrative Assistant Education Leadership

Rochester, NY

Responsibilities

JOB SUMMARY:

This position serves as the executive assistant to the Associate Dean for Education and Student Affairs, the Assistant Dean for Education and the Assistant Dean for Student Affairs at the School of Nursing (SON) and supports the academic office by performing a wide variety of administrative tasks requiring initiative, independent judgment, and exceptional interpersonal and communication skills. Working in a constantly changing, fast-paced environment, the assistant is focused on quality and execution and possesses both reliability and consistency. As a trusted partner, assisting the leadership within the Education mission with prioritization of daily commitments and optimizing effectiveness, the assistant must be able to maintain confidentiality and exercise discretion in handling sensitive matters.

This position has frequent deadlines and requires: professionalism, sound judgement, attention to detail, problem solving, prioritization of immediate and long-term tasks and frequent interaction with students, faculty, staff, academic, and medical center leaders. This role offers the opportunity to work within an innovative culture that is focused on transformational change in nursing education and continuous learning.

RESPONSIBILITIES:

Administrative Support

  • Develops and establishes processes and policies to meet academic office operational needs. Screens, resolves, and directs resolutions of questions, problems, and needs directed to the Associate and Assistant Deans; continually examines and improves administrative procedures fully accepting all responsibilities and meeting deadlines.

  • Oversees electronic communications: answers or triages email correspondence/inquiries from faculty, internal/external constituents, prospective faculty (inquiries), creates and sends instructive emails, employs systematic and accessible archives of academic office communication.

  • Anticipates needs and obtains background material for decisions, meetings and conferences. Compiles and edits correspondence, publications and presentations. Prepares routine and non-routine correspondence.

  • Manages and coordinates time, calendars and phones for the Associate and Assistant Deans, as well as the Education Systems Administrator choosing or recommending among competing demands on time, referring matters to be handled by others when appropriate and controlling access.

  • Oversees record maintenance and archival of all formal correspondence and reports for NYSED, and CCNE as well as UR Provost, UR Vice Provost for Academic Affairs and UR Associate Provost of Academic Administration.

  • Maintains appropriate and efficient systems and electronic files and databases.

  • Arranges and coordinates meeting logistics, prepares and distributes agenda and meeting materials, etc. Attends, records and disseminates minutes and tracks outstanding tasks for the Assessment Committee and other assigned committees.

  • Manages travel and procurement needs. Understands and follows purchasing policies, SON finance policies and University regulations related to purchasing methods, documentation and reconciliation.

Academic Program Operations:

  • Pulls end of semester course and teaching evaluations and exit surveys for all programs; compiles data into spreadsheets by course and faculty for ease of review by each program.

  • Coordinates reporting and filing in Academic Program Information Center to ensure information is kept up to date and accessible to SON and Education leadership. Develops and established processes and systems to ensure filing systems are easily accessed, understood and shared appropriately. Maintain confidentiality and security of file system.

  • Coordinates annual faculty evaluation processes for the Associate and Assistant Deans of Education.

  • In conjunction with Faculty and Academic Affairs Manager, coordinates the posting of faculty positions in Interfolio, advertises positions on external sites, monitors applications and schedules all candidate interviews.

  • In conjunction with the Assistant Dean for Education coordinates the biannual update of faculty handbook including tracking changes throughout the academic year to be included in the next revision cycle.

  • Provides administrative support for reaccreditation process and oversees and coordinates all aspects of the reaccreditation visit including travel logistics, agenda planning and meeting requirements, under the guidance of Education leadership; establishes policies and processes that support the storage and collection of required documentation for reaccreditation and other certification pursuits.

  • Creates relationships and maintains effective communication with academic program directors to advance the education mission of the SON.

  • Provides support to the Assistant Dean of Education for academic reporting requirements and academic matters, ensuring timely response and triage of concerns. Ensures compliance with reporting requirements and compiles results for reporting purposes.

Student Affairs Operations

  • Provides support to the Assistant Dean of Student Affairs for 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.

  • Provides support for the Enrollment Management Group, as needed.

  • Coordinates organization of academic integrity reports and counseling memo files

  • In collaboration with the Student Affairs Office assists in coordination of student services and student events.

Professional Development Activities

  • Actively participates in ad hoc teams and initiatives as needed or assigned; Serve 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

  • Works with academic program assistants and other SON offices, as needed, for special projects, as assigned.

  • Provides support for Graduation, Pinning Ceremonies and other events.

  • Provides cross coverage as needed.

REQUIREMENTS:

College graduation or an equivalent combination of experience and training required. 1 year of relevant administrative experience 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: $18.27 - $33.65 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: School of Nursing
Full/Part Time: Full-Time
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