Executive Staff Assistant

Rochester, NY

POSITION SUMMARY:

Coordinates all activities for Vice President for Student Life (VPSL) in support of institutional priorities. Maximizes the effectiveness of the Office for the VPSL with respect to workflow, communications, staffing, scheduling, resource management, events, and interactions with key internal and external constituencies.

TYPICAL DUTIES:

Executive Support

Responsibilities:

  • Scheduling, utilizing best practices to optimize time and calendar management

  • Arranging complex domestic and international travel including detailed travel itineraries

  • Planning and managing large internal and external meetings

  • Planning special events and activities

  • Developing and maintaining a process for the VPSL’s office hours

  • Provides staffing for standing VPSL committees to include scheduling, drafting agendas, and notetaking

Project Management

Responsibilities:

  • Developing an efficient annual meeting calendar for the VPSL aligning with university priorities

  • Developing and maintaining organizations charts

  • Assisting with drafting reports, presentations, and any other materials needed for the VPSL

  • Partnering with Communications to maintain the VPSL’s webpage

  • Supporting the Deputy and Human Resources to complete high level searches for the VPSL

Office Management and Support Services

Responsibilities:

  • Utilizing Workday, process invoices, memberships, expense reports, and other expenses as needed

  • Providing administrative support to include scheduling and assisting with complex travel arrangements and other support services as needed

  • Ordering equipment

  • Coordinating/providing office access and key management

  • Ordering and managing office supplies

  • Coordinating office space needs

  • Maintaining a department pCard

All other duties as assigned

QUALIFICATIONS:

  • Associates Degree required

  • Bachelor’s Degree preferred

  • 5+ years’ experience supporting a senior level executive or equivalent combination of education and experience required

  • Microsoft Office Suite—Outlook, PowerPoint, Excel, Bookings, Teams, OneDrive. Box, Zoom required

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: $25.72 - $36.01 Annually

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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Location: Central Administration
Full/Part Time: Full-Time
Opening:
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