Exec Suppt Asst IV, Chair

Rochester, NY

GENERAL PURPOSE:

Performs routine and non-routine duties requiring a high-level of administrative skills and proficiency for the Office of the Chair. Responsible for numerous departmental administrative details and duties requiring extensive experience with policies, procedures, and practices of the University. Supports the Neuroscience (NS) Department Vice Chair and Asst Director, Research Operations and their support staff by providing comprehensive staff assistance with day-to-day activities.

This position involves providing executive support to the individuals detailed above. This includes handling highly confidential information, exercising independent judgment, and ensuring compliance with University, Del Monte Institute, and NS policies. Strong organizational and interpersonal skills are essential, as well as the ability to work collaboratively and manage competing professional demands. The assistant must maintain professionalism when interacting with various stakeholders, including university executives and other internal and external customers. Additionally, the role requires prioritizing tasks, managing multiple projects, maintaining confidentiality, and proficiency in Microsoft Office Suite and database management.

Additionally, the assistant oversees the Chair's schedule, including travel arrangements and project deadlines, while prioritizing among competing demands. They function as a liaison to leadership, administrators, faculty, staff, students, and visitors on behalf of the Neuroscience Department, the Del Monte Institute and/or the University of Rochester, establishing and building positive working relationships with departments, agencies, and organizations. They arrange accommodations, plan and coordinate activities, and serve as a representative during guest visits. Furthermore, they coordinate and plan special events, seminars, workshops, and other activities for the Neuroscience Department or the Del Monte Institute.

JOB DUTIES AND RESPONSIBILITIES:

  • Anticipates the needs of the Chair/Directors and effectively communicates their instructions, preferences, and concerns to the relevant individuals. Tracks items requiring the Directors' attention, response, or planning, and regularly meet to review and discuss these matters. Following up promptly as directed, make recommendations, and serve as a liaison to ensure the appropriate information is relayed. Interacts with faculty members, administrative staff, University officials, and community contacts, to represent the Directors, conveying instructions, decisions, or concerns as needed. Evaluate, review, and gather background information on requests for action, referring them to other administrative staff when appropriate, and corresponding directly when necessary. Undertaking special projects as they arise, demonstrate autonomy in responding to emails, preparing confidential correspondence, and maintaining pertinent filing.

  • Manages the calendar for the leadership team (LT). Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations.

  • Using considerable independent judgement, chooses or recommends among competing demands for time. Acts as gatekeeper for in-person meetings, greets attendee(s), and provides time checks as needed to keep the LT on schedule. Receives mail and telephone calls on behalf the LT. Screens, analyzes, prioritizes, and responds to all items as appropriate.

  • Makes frequent and extensive travel arrangements for DMIN Director (domestic and internationally). Prepares itineraries. Maintains a tracking record of DMIN Director’s past and upcoming travel schedule/planning/arrangements.

  • Directs, plans and coordinates meetings with others internally and externally, including arranging meeting facilities and equipment. Arranges frequent special events and faculty candidate visits. Coordinates, publishes, and distributes itineraries. Greets and assists visitors and speakers.

Donor Gift Support:

  • Builds, implements, updates, and maintains data management tools

  • to enable timely and accurate tracking and reporting of gift activity. Develops, implements, and executes a letter-writing protocol for the timely / periodic / ongoing acknowledgement and thanking of gifts received. This includes writing of thank you letter templates

  • appropriate for various types and levels of gifts and customizing when appropriate for maximum relevance and effectiveness.

  • Analyzes those who are frequent givers. Reports quarterly on donations to LT.

  • Process expense reimbursements for the LT.

  • May hold a purchasing card (P-Card) for the administrative office. As a recipient of a P-Card, follows all rules, regulations and policy associated with a P-Card.

Other projects and job duties as assigned.

QUALIFICATIONS:

  • Associate's degree required.

  • Bachelor's degree preferred.

Required:

  • 3 years related work experience including at least 1 year in an executive administrative capacity in an academic office or project management, or the equivalent experience in business, or equivalent combination of education and experience required.

  • Proficient in Outlook, navigating through the Internet.

  • Proficient in Microsoft Office Suite, specifically Excel, Word, PowerPoint.

  • Proven ability to interact with all levels of faculty and staff in a professional manner.

  • Excellent interpersonal and communication skills, including written communication, and focused on customer service.

  • Demonstrates initiative and resourcefulness in managing priorities and takes responsibility for accomplishing their work.

  • Strong attention to detail, proofreading ability, and the ability to always maintain confidentiality and strong organizational skills

Preferred:

  • Development of dynamic PowerPoint slides for non-scientific talks preferred.

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: $23.28 - $32.59 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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