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University of Rochester Secretary III - 232564 in Rochester, New York

Secretary III Job ID 232564

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

Part Time 20 hours Grade 007 Office of the Dean of Students

Responsibilities

Under the direction of the Operation Manager, the Operations Assistant provides administrative support to the staff of the Center for Community Engagement in the areas of office management, finance, and event planning. Serves as an important contributor to the Center, and a member of the staff of the Office of the Dean of Students.

Duties and Responsibilities:

Office Management (40%)

  • Serve as the initial point of contact for the Center to both internal and external constituencies (students, faculty, staff, parents, community partners, alumni and donors) including contacts in person, by phone, email, and written correspondence. Exercise independent judgment in responding to inquiries and referring them to the appropriate staff member for follow-up.

  • Manage the office calendar to ensure that logistical needs of the office are anticipated and met. Manage the daily calendar of the Center’s Director and Assistant Dean and professional staff for appointments with students, faculty, community partners and other constituents, recommending or choosing among competing demands and using discretion to screen and direct visitors to appropriate office staff. Coordinate complex meetings for the Center, including collaborative meetings with other offices and community partners.

  • Organize reports and data, prepare meeting minutes, prepare materials for events and issue committee meeting reminders.

  • Provide administrative support for staff in the Center traveling on University business, including registration, travel arrangements, reimbursements, and other tasks necessary to ensure successful travel.

  • Coordinate with student employees and interns to ensure completion of relevant administrative duties.

  • Maintain schedule for conference room by responding to staff reservation requests, updating schedule in Outlook and hard copy, prepare room for various meetings.

  • Maintain an inventory of devices (desktops, laptops, tablets, recording equipment, accessories), regularly check that devices are in working order, troubleshoot minor tech issues for staff and direct higher level issues to University IT support.

    Finance (50%)

  • With oversight from the Operations Manager and Program Managers, prepare financial forms to generate payment for purchases and invoices using judgement to determine the most effective methods appropriate using University’s online procurement systems.

  • Maintain complete and up to date records of all transactions on the Center’s shared drive by diligently labeling and scanning documentation.

  • Ensure proper allocation of expenses and revenues, through monthly financial reconciliations. Utilize the University’s UR Financials system and spreadsheets to assist in monitoring budgets for individual programs with guidance from other office staff.

    Event Planning (10%)

  • Make space reservations with both on-campus and off-campus service providers to meet the needs of the Centers’ diverse programs.

  • Develop and negotiate catering orders for departmental events mindful of the needs of high-profile audiences, diverse needs, and ensuring compliance with University sanitation guidelines.

    Other duties as assigned.

    Essential characteristics include:

  • Process-oriented with the ability to gather and organize information, to seek out and utilize resources and apply critical thinking skills when problem-solving, and to make independent decisions when appropriate.

  • Ability to express ideas clearly (written and verbal), adjusting language and/or terminology to meet the needs of the audience.

  • Works effectively with others to accomplish organizational goals and identify and resolve problems. Shares knowledge and experience and is cooperative with others.

  • Ability to represent the office and the University to the community with a high level of professionalism and excellent interpersonal skills.

  • Ability to understand and work with computer and internet technology to communicate effectively and achieve efficiency.

  • Excellent attention to detail.

    Preferred Qualifications:

  • Education: Associate’s degree or equivalent preferred.

  • Experience: 2-4 years practical experience in logistical coordination in an office setting, preferably in higher education.

    Preferences:

  • Proficient in Excel, Microsoft Word, as well as cloud-based document sharing systems, project and data management applications.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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