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University of Rochester Administrative Asst - 223392 in Rochester, New York

Administrative Asst

Job ID

223392

Location

Central Administration

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 051 University IT / Acad Apps

Schedule

8 AM-5 PM

Responsibilities

The University of Rochester is one of the country's top-tier research universities. Our campuses are home to 200 academic majors, more than 2,000 faculty and instructional staff, and some 10,000 students from all over the United States and around the world. The University of Rochester Medical Center (URMC) is one of the nation’s leading academic medical centers, which forms the centerpiece of the University of Rochester’s health research, teaching and patient care missions. University IT and the Center for Integrated Research Computing (CIRC) provide University-wide leadership for the extensive and diverse technology initiatives required by a leading research university. As the primary hub for IT programs and initiatives, this organization engages constituents University-wide to provide:

Advanced computational and data analytics support to departments and centers across the University.Enterprise-wide academic and administrative applications.An institution-wide information security program to protect the University’s data and ensure compliance with regulatory requirements.Robust IT infrastructure including a 24x7 150-mile optical network and 12,000 square foot primary and secondary Data Center facilities.And, a collaborative and diverse team that creates integrated, secure and dependable IT systems and practices that support efficient and cost-effective distribution of information in support of University missions.

Expectations are based on a week of approximately 40 hours. Hours vary during student return, in support of special projects and executive meetings, and other high volume service periods.

Position Summary:

This position provides administrative support in University IT and CIRC for the Sr. Leadership team and their staff.

Responsible for maintaining confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications. Responsible for Human Resource activities including processing disability, worker’s compensation, FMLA required data, hiring and exiting paperwork for employees; recommends follow up activity and maintains department records as required.

Works collaboratively with other Administrators in the various units to coordinate administrative tasks, assist with management and maintenance of common areas and collaboration areas, coordinate maintenance requests and represent the department at landlord meeting, office supplies, parking and vehicular policies, and oversees and manages other special events requested by the CIOs office or the Leadership team. Provide administrative support to Directors in preparation for executive presentations. The successful candidate works in both on premise and remote locations and must plan in advance shared access to executive materials with their teammates.

Individual must be well organized and able to complete complex, executive level meeting arrangements. Managing vendors in a professional manner and directing them to appropriate contacts within the organization is a sign of the maturity required for this position. Basic project management skills and the ability to multi-task are a benefit to this position.

Serve as a role model to others in administrative areas; understand and be able to interpret University policies and procedures required to complete administrative and personnel tasks. Able to seek out and determine appropriate policies and procedures for completing administrative tasks.

Supporting calendars for multiple senior leaders

  • Interface with other executive support staff and vendors

  • HR and other confidential information

  • Proficient in Microsoft Office: Outlook (specifically complex calendaring), Word, Excel, PowerPoint

  • Knowledge of HRMS helpful

  • Proofreading correspondence

  • Well organized, must be able to multi-task and prioritize tasks

Supervision and Direction:

Receives direction from the Sr. Leadership team

Duties and Responsibilities:

With general direction and with significant latitude for independent judgement and action:

Serves as administrative assistant for the Sr. Leadership team. Represents them in contacts with the University community (faculty, students and staff) as well as outside the University. Responsible for the management of their daily appointment calendar. Schedules and offers availability for meetings. Communicates changes and updates to daily schedule. Answers and triages phone calls. Responsible for maintaining confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications. Responsible for Human Resource activities including processing disability, worker’s compensation, FMLA required data, hiring and exiting paperwork for employees; recommends follow up activity and maintains department records as required.

Works collaboratively with other Administrators across University IT to coordinate administrative tasks, office supplies, parking and vehicular policies, and oversees and manages other special events requested by the CIOs office or the Management team. Provide administrative support to Directors in preparation for executive presentations. The successful candidate works in both on premise and remote locations and must plan in advance shared access to executive materials with their teammates.

Cover front desk responsibilities for University IT’s College Town location, including answering the door for visitors, sorting mail, managing keys and business permits, etc. Assist with management and maintenance of common areas and collaboration areas, coordinate maintenance requests and represent the department at landlord meetings.

Other duties as assigned related to providing administrative support to the University IT and CIRC organizations. Position Values:

Be a role model and team player with the ability to interact effectively with co-workers and management, be self-motivated with a willingness to learn, be flexible and adaptable to an ever-changing environment, initiate activity with a willingness to exercise good judgment based on University policy and documented guidelines, and demonstrate a positive and professional attitude. Exemplify a professional and customer-centric standard, while guiding accurate interpretation of University guidelines and department regulations, particularly as they pertain to personnel and financial requirements of the University. Respond constructively and with innovation to requests by understanding the business requirements and department need. Be recognized as a customer service expert and be able to triage calls from other University executives appropriately and professionally. Work with others to be creative, positive and clear about the risks and benefits of any particular course of action. Encourage and model University Values.

Education/Experience (minimum required):

  • College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

  • Bachelor’s degree preferred and/or equivalent combination of experience and training.

  • Two to three years of relevant University of Rochester administrative experience and advanced administrative and secretarial skills preferred.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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