University of Rochester

University of Rochester logo

Job Information

University of Rochester Administrative Coordinator - 215895 in Rochester, New York

Administrative Coordinator

Job ID

215895

Location

The College

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 009 Center for Education Abroad

Responsibilities

Position Summary:

The ideal candidate will be a highly motivated individual that will exemplify the office’s(Center for Education Abroad) core values, especially as it relates to service excellence and teamwork; Operating with latitude for the exercise of independent judgement, strong communication skills, written and verbal, and exhibiting excellent prioritization and organizational skills.

Strong attention to detail and the ability to manage multiple responsibilities in a fast paced environment. The Administrative Coordinator will provide specialized administrative support to the Assistant Dean and Director of the Center for Education Abroad.

Coordinator responsible for maintaining all aspects of daily operations to which include opening and closing of the office, hiring, training, supervise and prepare schedules for student employees. Coordinator manages all aspects of the CEA accounting; its complex nature requires knowledge and application of general accounting practices, observing the adherence to all University policies. Perform routine and non-routine duties requiring highly advanced secretarial skills and proficiency.

Coordinator must be comfortable handling departmental business matters that entail contact with Deans, Directors, faculty members, students and other administrative staff. Coordinator must possess superb customer service, leadership, management, organizational skills, and most importantly the coordinator should encourage a positive, productive work environment and team culture atmosphere.

Responsibilities:

Administrative Support to Assistant Dean and Director

  • Direct support for the Assistant Dean & Director of the Center for Education Abroad; preparation for projects, presentations, detailed briefing materials before meetings (edit slides for internal and external presentations).

  • Frequently compose and compile drafts for important confidential correspondence. Draft and edit emails, written documents and spreadsheets.

  • Compile and analyze data, solicit and research information from a variety of sources both on and off campus, and prepare reports as requested.

  • Assist in arranging meetings, retreats, committee meetings, prepare and distribute agendas, reserves meeting space; responsible for the development and distribution of meeting minutes.

  • Calendar Management and coordination of activities. Provide updates to include, but not limited to, scheduling meetings, reporting cancellations, deadline notification, background on meeting participants.

  • Manage travel logistics, including (itineraries & documentation, meeting scheduling, flights, hotels, VISA, passport…). When Director is traveling inform her of important matters promptly using, cellphone, and e-mail to transmit messages, submit and prepare Director’s expense reports and other forms as needed.

Office Management

  • Manage daily work flow, develop and update training manuals, and assist in onboarding of new hires; manage maintenance needs and streamlining of work system processes.

  • Communicate on behalf of the Director via professional correspondence and documentation of proceedings from meetings.

  • Preparation of professional presentation materials to include PowerPoint presentation and graphic representations (data charts, graphs, etc.) of data and quality improvement metrics.

  • Responsible for management of main phone line; triage of incoming calls and rout appropriately, routing and sorting of mail, maintaining files and office supplies. Arrange office coverage when necessary.

  • Hire, train, and supervise student employees. Update training manual, oversee appointment scheduling, lead student team meetings, provide consistent feedback and guidance, and generate student employee reviews on work performance to assure all tasks are completed on time in order to meet departmental needs.

  • Adhere to core values, maintain professional atmosphere, build and maintain good working relationships with colleagues.

  • Assess department operations; anticipate office needs, identify potential challenges, proactively propose solutions, and provide recommendations for efficiency.

  • Welcome guests; coordination of visitors and guests to CEA, coordinate appointment scheduling, secure meeting rooms, meals, parking, assist with travel plans, and directions.

  • Process time and labor by submitting approval of payroll for student employees and in the absence of directors act as back up for semi-monthly and hourly-paid employees via HRMS (Human Resources Management System)

  • Report to facilities any service issues requiring maintenance.

  • Maintain office supply inventory; place and expedite orders as needed and verifying receipt of items(s) purchased.

  • Provide event support as needed. Duties include but are not limited to: order materials and supplies, send emails on behalf of the office, and assist with office events where needed.

Accounting

  • Run financial reports for grants and budget accounts, assemble information and assist in preparation of budget requests, and monitor the confidential departmental budget, personnel and payroll records. Produce periodic status reports.

  • Compile data to create student budget worksheets for Financial Aid Office advisors.

  • Review and update standard operating procedures related to accounting and finance

  • Manage office accounting, finance- tracking, and reconciling of monthly department ledgers, process staff reimbursements in travel & reimbursement reporting system, manage and reconcile office credit card and purchases, initiate journal entries, liaise with financial aid, Bursar’s Office, and Accounts Payable, Purchasing offices, manage day-to-day office financial responsibilities that may arise.

  • Attend necessary trainings to ensure office compliance and report updates and new processes to the Director.

  • Manage faculty-led customized programs finance tracking and reconciliation. Report final program cost to Director.

  • Manage School of Record process and agreement with IES Abroad global partner: credit entry, tracking, invoicing, maintenance of database, and collaborating with IES and Rochester’s Registrar’s Office.

Qualifications:

  • Minimum two years of finance management experience

  • Excellent written skills and an effective communicator

  • Demonstrate knowledge of office management systems & procedures

  • Proficiency in Microsoft Office software and adept at learning and using institutional software systems.

  • High school diploma is a must, bachelor’s degree preferred

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

DirectEmployers