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University of Rochester Administrative Assistant for Associate Dean of Diversity, Equity and Inclusion - 236973 in Rochester, New York

Administrative Assistant for Associate Dean of Diversity, Equity and Inclusion Job ID 236973

Location School of Nursing Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 SON Central Administration

Schedule

8 AM-4:30 PM

Responsibilities

GENERAL PURPOSE:

The Administrative Assistant (AA) provides primary support to the Associate Dean (AD) for Equity and Inclusion, through coordination of daily work flow, projects and programs to assure effectiveness and efficiency. With considerable latitude for independent judgement provides administrative support, as well as other support services, including managing of the general office and related administrative services of the Diversity, Equity and Inclusion office.

With considerable latitude for independent judgment, the AA will also provide general administrative support as assigned to support the initiatives born from the Council for Diversity, Equity, and Inclusion (CoDEI) and the SON Wellness Committee, and manages specialized support functions for the Committee Chair and Associate Dean for Equity and Inclusion (ADE&I).

TYPICAL DUTIES:

Assistant to AD for Equity & Inclusion

  • Provides administrative support to the ADE&I, requiring independent decision making and prioritization with regard to schedules and incoming communications. Determines appropriate course of action based on independent judgement as to referral and/or response.

  • Anticipates needs and obtains background material for decisions and conferences. Compiles, edits, and checks for accuracy on reports, correspondence, publications and presentations.

  • Represents ADE&I in interactions with executive, peer and team contacts by serving as liaison to University and external constituents requiring communication of sensitive information while maintaining professionalism and confidentiality.

  • Prepares and signs routine and non-routing correspondence; composes correspondence on policy or other substantive matters.

Travel & Event Management

  • Independently plans and creates all travel arrangements for a variety of regional, national and international meetings for ADE&I or related to the office of Diversity, Equity and Inclusion.

  • Coordinates ADE&I’s involvement in University events; responsible for ensuring all aspects of special events flow smoothly, including equipment set up and catering, invitations and the managing RSVPs.

  • Represents the school or department in requisitioning and arranging for administrative and other service, including support staff, space, equipment and supplies.

  • Prepare and submits invoices and travel reimbursements in accordance with UR policy.

    Professional Development & Project Management

  • Keeps abreast of matters pertaining to ADE&I and SON wellness and attends related committees. Assists the ADE&I with conference planning activities; anticipates needs and manages planning and hosting for conferences and workshops. Demonstrates ability to communicate effectively with conference planners, locally and nationally.

  • Collects, organizes and manages data informing priorities, initiatives, recommendations, policies and/or procedures reflective of diversity, equity and inclusion at the URSON.

  • Manages multiple high-priority, specialty projects in requiring coordination and independent follow through to meet requirements of AD for Equity and Inclusion.

    Administrative Support for CoDEI & Wellness

  • Committee Support and/or taskforce support will be required as directed.

  • Coordinates submission of information from CoDEI, and the Wellness Committee for the AD for Equity & Inclusion.

  • Edits and publishes DEI and/or SON Wellness newsletter, announcements of symposia, events and requested minutes of department meetings.

    Reporting & Presentations

  • Has expertise in Microsoft Office tools and proficiency with PowerPoint and/or other presentation platforms. Analyzes data and develops administrative reporting, PowerPoint presentations and posters for ADE&I. Responsible for making recommendations regarding content change for routine and non-routine documents, reports, and presentations.

    Other duties as assigned

REQUIREMENTS:

Required:

  • College graduation or equivalent combination of experience and training

  • 1 year of relevant administrative experience; or

  • or equivalent combination of education and experience

Preferred:

  • Excellent written and verbal communications

  • Ability to critically think

  • Active listening

  • Handle frequent interruptions

  • Proficiency with Microsoft Office (especially Outlook, Excel, and PowerPoint)

  • Attention to detail and problem solving

  • Excellent organization, time-management, and work prioritization skills

    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.

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