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University of Rochester ESM Student Office Coord. - 229139 in Rochester, New York

ESM Student Office Coord. Job ID 229139

Location Eastman School Music Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 ESM Residental Life

Responsibilities

General Statement:

The Student Affairs Staff Assistant has general responsibility for information giving and or proper referrals for the Office of Student Affairs, Office for Residential Life, and Student Activities, as well as, specific responsibilities in key functional areas. These responsibilities include varying levels of support for undergraduate housing, workday monthly budget reconciliations, and ID-processing/access systems. Additional duties involve clerical, scheduling support, special projects with Assistant Dean clearance, and other clerical related functions. Must be able to establish good working relationships with other departments. Functioning with a necessary degree of autonomy and independence, the Student Affairs Office Coordinator must have a solid working knowledge of functional areas, be able to function in fast-paced situations, and deal with sometimes stressed/unhappy customers. Must also adhere to departmental policies regarding housing, financial policies and procedures. The Student Affairs Office Coordinator reports directly to the Assistant Dean of Student Affairs.

Administrative Responsibilities:

  • Answering and directing phone calls, voicemail, taking and distributing messages, and keeping the office area neat and tidy. Provides primary clerical support for the Assistant Dean, including greeting, messaging, and referrals of inquiries, triaging phone calls, and operation of the complex functions for the Assistant Dean.

  • Assists with the paperwork associated with all Student Affairs functions, including, but not limited to: Occupancy Verification, Resident Advisor Selection, Expectations for Excellence, Housing Room Selection, Student Living Center openings and Closings, Orientation Leader and Volunteer Selection, Summer@Eastman, Student Worker and Graduate Assistant Selection, Trainings, and Student Government elections.

  • Provides operations assistance to the Assistant Dean of Student Affairs with housing assignments related functions; data entry into the housing information system (Odyssey) and University mainframe system (UR Student); assists with mailings; and communications with others on related business.

Student Hiring and Recordkeeping:

  • Partners with Human Resources, Student Employment, and the Assistant Dean (or delegate) to select, orient, train, evaluate, manage time, and create schedules for student assistants

  • Helps to coordinate the schedule for the Assistant Dean of Student Affairs and the work of the office.

  • Completes payroll paperwork and time entry records for the office Graduate Assistants, Mail, Building Manger, and Package Room workers

  • Provides historical reference by defining procedures for retention, maintaining documents, protection, updating, retrieval, transfer, and disposal of employee records

  • Keeps the Assistant Dean informed by communicating and escalating important matters up, reviewing and analyzing reports, summarizing information, identifying trends, and following up on any business related to the operations of the Office of Student Affairs

  • Maintains a high level of customer service in all areas of the Office of Student Affairs

Equipment/Supply Inventory & Ordering:

  • Completes weekly checks of all equipment, reservable spaces, and follows up on any missing, messy, or broken items/space

  • Orders supplies, including inventory control and distribution, ordering and assessing/anticipating departmental supply needs. Must be frugal and check all purchases with the Assistant Dean of Student Affairs

Department Financial Responsibilities:

  • Assists with finance paperwork, updating the Workday monthly budget reconciliation ledgers, other corporate purchasing approvals, and managing petty cash.

  • Completes the billing for housing, fees, and fines; develops spreadsheets and reports upon request.

Contractor & Facilities Coordination Responsibilities:

  • Coordinates and communicates with contractors, facilities, UnivIT, and others to assure proper access to the Student Living Center – this includes signing out keys, escorting visitors, and explaining building access policies

  • Back up support services as necessary and customer contact functions (ex. sign-ups, handouts, etc.) appropriately placed at the main entrance, front desk, and at visible locations at entrances of the Office of Student Affairs

Other Duties as assigned:

  • Performs other duties as assigned by the Assistant Dean of Student Affairs

Education and Experience:

  • Minimum of an Associates Degree in business/office administration or similar discipline and 2+ years full time experience.

  • Knowledge of MS Word, Excel, and Outlook

  • Proficient in use of email and internet

  • Good numeracy skills

  • Accurate keyboard skills

  • Knowledge of basic administrative procedures

  • Knowledge of basic accounting procedures

Key Competencies:

  • Organizational and planning

  • Time management skills and ability to prioritize work

  • Confidentiality and Data management

  • Attention to detail and accuracy

  • Problem-solving and Adaptability

  • High level of verbal and written communication skills

  • Customer service orientation

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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