Administrative Assistant IV

Rochester, NY

GENERAL PURPOSE:

Serves as principal assistant to the Assistant Dean and Director of the Office of Minority Student Affairs (OMSA) and Higher Education Opportunity Program (HEOP), providing office supervision and coordinating support service; manages the general office and related administrative services for the department, as well as specialized student support functions.

RESPONSIBILITIES:

Personal Assistant to the director

  • With general guidance as to priorities, manages the time and calendar of assistant dean/director, choosing or recommending among competing demands on his time, referring matters to be handled by others, controlling access to department head.

  • Represents the director in contacts with University staff, faculty, leaders of student groups, alumni, New York State government officials, relaying (and frequently anticipating) the director’'s instructions, preferences and concerns, and obtaining reports or recommendations. Assures that University officials and departmental staff are informed of decisions.

  • Anticipates the needs from and obtains background material for decisions and conferences. Compiles, edits, checks for accuracy material for fiscal reports, correspondence, and publications. Prepares and signs routine correspondence on policy and other substantive matters.

  • Works closely with the director and associate director on a variety of specialized support functions across departmental lines.

Office Manager of OMSA

  • Under general direction as to policies and regulations, manages the clerical records and other support services in the Office of Minority Student Affairs.

  • Represents the department in requisitioning and arranging for administrative services, including hiring of support staff, space inventory, ordering and monitoring of equipment and supplies.

  • Serves as departmental Time-Keeper within the HRMS payroll and invoice system.

  • Serves on committees concerned with administrative reporting and functioning. Edits departmental regulations, announcements and minutes of department meetings.

  • Provides students and staff with information in respect to University, AS&E and department rules and services, making referrals as indicated and rendering decisions or approvals with established policy. Assists in on-boarding new staff and faculty.

  • Monitors monthly budget expenditures related to ledgers for all departmental accounts; attends on-going trainings on institutional budgetary systems (CLASP, Workday, My Path, HRMS).

  • Works with the director to provides administrative and fiscal compliance for the HEOP/OMSA tutorial component; monitor student academic usage and progress via coordination with CETL, WSAP, Kearns Center,OMSA associate director, and HEOP assistant director.

  • Assist the Assistant Director of Student Engagement and Success with supervising the OMSA Ambassadors, i.e.student assistants.

Specialized Administrative Aid Managing One Or Several Administrative, Service, Or Other Activities Within the Department

  • Under general direction as to policies and priorities, manages a particular administrative function for OMSA.

  • Provides administrative support to the OMSA advisor of the affiliated multicultural groups and organizations under the direction of the director. The administrative support would require consistent coordination, communication and planning with primary advisors and the following departments: Residential Life, Wilson Commons Student Activities, Dean of Students Office and University Facilities departments. The AA position would support the following affiliated groups:

  • Douglass Leadership House (DLH)

  • Minority Association of Pre-Medical Students (MAPS)

  • Minority Student Advisory Board (MSAB)

  • Minority Male Leadership Association (MMLA)

  • Women of Color Circle (WOCC)

  • Women’s Leadership Alliance (WLA)

  • Assisting the director in preparation of New York State Education Department interim and final reports for the Arthur O. Eve Higher Education Opportunity Program and Foster Youth Program Initiative. Responsibilities include: internal preparation of departmental financial and workload statements and accounts; estimates and controls expenditures for supplies and auxiliary services; records (with consultation and approval of director) changes to department or sponsored project accounts; coordinates with University and College Accounting and Budget Offices and the Office of Research Accounting & Costing Standards (ORACS).

  • Under supervision of the associate director/coordinator of summer program, responsible for hiring of faculty, staff and students in the Early Connection Opportunity and HEOP programs, utilizing FORT, Student Employment and HRMS hiring systems.

  • Schedules use of department's facilities, sees to maintenance and equipment, preservation of order, and compliance with safety and other University and department regulations.

  • Compiles data, prepares administrative and statistical reports' requisitions and coordinates University services (e.g. data processing, purchasing).

  • Plans and makes most administrative arrangements for meetings and special events, including meeting facilities and equipment, travel, and meals for staff and student groups; assists in the preparation of program literature; coordinates with support service departments of the University.

  • Typically supervises 1 specially trained assistant or may use clerical services of a central administrative unit.

Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s degree required.

  • A Bachelor’s degree in office management, business management, business administration, aacounting, business law, marketing, communication, admisrative assistance, administration, or college student personnel administration is preferred.

  • 2 years of relevant administrative experience with demonstrated ability to work with limited direction and to direct the work of support staff required.

  • 3-5 years of relevant administrative experience with demonstrated ability to work with limited direction and to direct the work of support staff or equivalent combination of education and experience preferred.

  • Strong interpersonal, organizational, written and oral communication skills are essential, as is the ability to work in a student-centered environment where sensitivity to issues of equity, diversity and inclusion are expected of all staff required.

  • Demonstrated ability to collect, manage and analyze confidential internal data, external benchmarking and published research to design, implement and evaluate programming and outreach initiatives that proactively advance evidence-based, high-quality learning programming practice required.

  • Strong project management skills, including ability to prioritize and manage multiple complex projects, coordinate with partners and initiate and execute appropriate timelines required.

  • Ability to problem solve, think critically and make sound judgments required.

  • Ability to adjust to rapidly changing priorities and environment required.

  • Demonstrated ability to think strategically and lead change required.

  • Spanish fluency preferred.

  • Practical knowledge and utilization of computer software applications is an asset, particularly FileMaker Pro, Microsoft Office, and Box required.

  • Dedication to professional development of self and others required.

  • A sense of humor and interest in engaging with a dynamic group of professionals, students and colleagues, with a goal of establish strong working partnerships while helping OMSA embody Meliora —ever better 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: $20.92 - $29.29 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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