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University of Rochester Assistant, Educations Administration (Assistant Deans' Offices) - 233324 in Rochester, New York

Assistant, Educations Administration (Assistant Deans' Offices) Job ID 233324

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

Full Time 40 hours Grade 009 SON Staff/Education Programs

Schedule

8 AM-4:30 PM

Responsibilities

GENERAL PURPOSE:

This position serves as the assistant to the Assistant Dean for Education and the Assistant Dean for Student Affairs at the School of Nursing (SON) and supports their offices 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 Assistant Deans 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: attention to detail, problem solving, prioritization of immediate and long-term tasks, preparation of routine and non-routine correspondence and reports 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 for Assistant Deans

  • Manages and coordinates time, calendars, phones for the Assistant Dean of Education and the Assistant Dean of Student Affairs, choosing or recommending among competing demands on time, referring matters to be handled by others when appropriate and controlling access to the Assistant Deans. (10%)

  • Screens, resolves, and directs resolutions of questions, problems, and needs directed to the Assistant Deans; continually examines and improves administrative procedures fully accepting all responsibilities and meeting deadlines. (10%)

  • Makes arrangements for administrative meetings; reserves meeting rooms and any necessary equipment, coordinates meeting logistics, prepare and distributes agenda and meeting materials, etc. Serves as a recording secretary for various meetings and takes meeting minutes for future transcription and dissemination. (10%)

  • Anticipates needs and obtains background material for decisions, meetings and conferences. Compiles and edits for accuracy reports, correspondence, publications and presentations. Prepares routine and non-routine correspondence. (5%)

  • Responsible for the review and maintenance of the day-to-day clerical operations for the offices including document preparation, travel arrangements, supply orders, photocopying and maintaining electronic and paper files. (5%)

Academic Program Operations:

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

  • Oversees biannual update of faculty handbook including tracking changes throughout the academic year to be included in the next revision cycle.

  • Coordinates with Office of Institutional Effectiveness to collate course evaluations and teaching effectiveness evaluations for each academic semester.

  • Oversees electronic communications: answers or triages email correspondence/inquiries from faculty, internal/external constituents, prospective faculty (inquiries), creates and sends instructive emails, provides personalized emails to education advisory council and other groups as needed, employs systematic and accessible archives of academic office communication.

  • Maintains and monitors academic office electronic records and databases.

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.

  • Assists with organizing student performance data; collaborates with staff in the Office of Institutional Effectiveness to prepare reports.

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

Administrative Support for Associate Dean

  • Manages and coordinates complex calendar for the Associate Dean of Education and Student Affairs, choosing or recommending among competing demands on time, referring matters to the Assistant Deans or others when appropriate and controlling access to the Associate Dean.

  • Makes arrangements for administrative meetings; reserves meeting rooms and any necessary equipment, coordinates meeting logistics, prepares and distributes agenda and meeting materials, etc.

  • Provide backup coverage for the office of the Associate Dean of Education and Student Affairs, as needed.

Professional Development Activities

  • Actively participates in ad hoc teams and initiatives as needed; 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 program assistants and other SON offices, as needed, for special projects, as assigned.

QUALIFICATIONS:

  • 2 years of post-high school education in secretarial studies or the equivalent required

  • At least 3 years of secretarial or administrative experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation; or a combination of formal training and experience equivalent to the above required

  • Essential skills include excellent communication skills, both written and verbal, the ability to provide clear, succinct, and relevant materials in preferred and varied formats, ability to work on own initiative, well organized and strong attention to detail preferred.

  • Technical skills: Intermediate abilities in Microsoft Office including: Microsoft Word, Microsoft Outlook, PowerPoint, and Excel preferred.

    How To Apply

All applicants must apply online.

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