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University of Rochester Financial & Admin Assistant - 237463 in Rochester, New York

Financial & Admin Assistant Job ID 237463

Location The College Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 AS&E IT

Schedule

8 AM-5 PM

Responsibilities

Position Summary

The University of Rochester is recruiting an Administrative Assistant to support the Senior Information Technology Officer. This position serves as the principal assistant to the Sr. IT Officer, providing office supervision, coordinating support service and managing general office and related administrative services of the Arts, Sciences and Engineering IT department of approximately 25 employees. This position will also support the Sr. Administrative Officer providing calendar and general administrative support, and other special projects as assigned.

Primary Functions

With general guidance, and in accordance with policies and regulations, this individual:

  • Manages the time and calendar of the Sr. IT Officer, choosing or recommending among competing demands on time, referring matters to be handled by others.

  • Represents the Sr. IT Officer in contacts with University officers, faculty, administrative personnel, vendors, and peer institutions, relaying (and frequently anticipating), the executive’s instructions, preferences or concerns and obtaining reports or recommendations.

  • Plans and makes all administrative arrangements and appropriate communications for meetings and special events for the Sr. IT Officer and his management team.

  • Coordinates the collection of background materials for meetings and discussions. Often coordinates departmental level action items and follow up on administrative processes.

  • Prepares routine communications for the department. Compiles, edits, checks for accuracy of materials prepared by others.

  • Prepares and coordinates all personnel related paperwork and coordinates with other administrators required to complete necessary actions.

  • Manages all administrative aspects of time keeping, vacation requests, disability, and related functions.

  • Assists in orienting new staff, contractors, consultants, and visitors. Provides guidance and suggestions on commute, travel, or accommodation related logistics.

  • Ensures appropriate scheduling, use and maintenance of departmental facilities and equipment.

  • Edits and publishes departmental regulations, announcements, and minutes of assigned meetings.

  • Assists in the preparation of capital and operating budgets, forecasts, and allocations, and keeps track of expenditures against budgets. Coordinates with peers to assure common standards and practices.

  • Assists in coordinating the requisition process, purchase order process, equipment, and software purchases, requesting and arranging of administrative and other services, including support staff, space, equipment and supplies, inventory tracking and control, and software licensing compliance.

  • Estimates and controls expenditure of supplies and auxiliary services. Manages appropriate use and reconciliation of procurement card and petty cash.

  • Serves on committees, administrative projects and other duties as assigned.

    Minimum and Preferred Qualifications

    The ideal candidate will meet or exceed the following:

  • College graduation or an equivalent combination of training and experience required. Attainment of a Bachelor's degree or beyond is strongly preferred.

  • 3 years of similar administrative support experience strongly preferred.

  • Experience working with financial administrative processes strongly preferred.

  • Experience working in a higher educational institution strongly preferred.

  • Experience working with an information technology team strongly 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

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