Executive Support Administrator

POSITION SUMMARY

The Administrative Assistant has primary responsibility for the preparation, management, and appropriate follow-up for the daily affairs of the Dean of the School of Arts and Sciences (SAS), the Senior Leadership in the Office of the Dean of SAS to ensure the efficient operation of the office. This includes calendaring and phone management.The incumbent will look prospectively at the senior leaders' calendars, working collaboratively with various University offices to ensure that they are fully provided with appropriate agendas and background materials before the meetings,that scheduled appointments and travel are accurate, that presentation materials are prepared and inventoried. The incumbent creates expense reports in Workday, makes travel and conference arrangements on behalf of Deans and other senior staff and performs many other duties as assigned by the Vice (Senior Associate) Dean for Academic Administration.The incumbent, under the direction of the Dean, will also provide administrative support to the dean's suite.s.

TYPICAL DUTIES :

Assistant to the Dean of the School of Arts and Sciences

Provides comprehensive administrative support to the Dean of the School of Arts and Sciences

• Schedules complex large group meetings. Proactively collaborates with various University offices to ensure timely appointments, confirms scheduled appointments (attendees, locations, times, etc) and procures necessary background materials.

• Takes initiative to ensure meeting materials are thoroughly planned and prepared to include agendas, background documents, presentation materials, and other briefing materials as needed. Responsible for the distribution of meeting materials to attendees.

• Maintains electronic inventories of meeting materials for meeting stakeholders (eg, chairs and directors, dean's staff)

• Prepares materials and schedules interviews related to faculty searches for the Dean of Arts and Sciences.

• Prepares correspondence and memos for the Dean. Edits documents upon request.

• Prepares and coordinates faculty nomination packages and letters for internal awards.

Assistant to Senior Leadership in the Office of the Dean of Arts and Sciences

• Schedules complex large group meetings. Proactively collaborates with various University offices to ensure timely appointments, confirms scheduled appointments (attendees, locations, times, etc.) and procures necessary background materials.

• Takes initiative to ensure meeting materials are thoroughly planned and prepared to include agendas,background documents, presentation materials, and other briefing materials as needed. Responsible for the distribution of meeting materials to attendees.

• Maintains electronic inventories of meeting materials for meeting stakeholders (eg, chairs and directors, dean's senior staff)

• Prepares materials and schedules interviews related to staff searches for the Vice Dean and Chief of Staff.

• Prepares correspondence and memos for the Senior Staff. Edits documents upon requests.

• Prepares letters, certificates,.

• Assists the Vice Dean with preparing presentations.

• Prepares materials and schedules interviews related to faculty searches for the Associate Deans of Arts and Sciences.

• Manages listservs (membership, privileges, interfaces with University IT).

Purchasing, Payments and Budget Support

• Determines payment method and initiates payments in P2P according to Finance policies. Verifies purchases against receipts in P2P and Pcard systems. These payments methods include Pcard, EFT, ACH, check, line of credit/direct bill, journal entry or cash advance.

• With delegated authority, orders and maintains general office supplies and copier equipment, supplies and maintenance requests. Ensures usage of preferred suppliers and adheres to specific department needs and requirements and evaluates the best method of purchase.

• Creates and maintains required accounts for online purchasing that are not in the UR Marketplace.

Event Planning and Travel Management

• Serves as primary coordinator for multiple events including meetings, staff and faculty retreats, small conferences, and symposia.

• Participates in planning meetings, and coordinates the arrangements and preparation of programs and event materials with internal and external stakeholders related to the School of Arts & Sciences.

• Prepares travel arrangements and ensures accuracy on the Dean's and Vice Dean's calendar.

• Prepares and submits travel expense reports on behalf of the Dean and the Vice Dean.

Other Duties

• Collaborates with and supports other staff members in the Deans' Office in the preparation of special materials and completion of special projects on an ad hoc basis to meet office-wide staffing needs and unusual or unexpected deadlines.

• Serves as back-up to the other assistants in the Deans' Office.

• Assists in general office operations as needed to support the Deans' Office objectives.

QUALIFICATIONS :

Associate's Degree required (preferably in Secretarial Science, Business Management, Healthcare, Social Sciences); or equivalent experience and minimum of 3-4 years of administrative or executive-level support experience required. Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint. Bachelor's Degree preferred.

NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as 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 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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Location: The College
Full/Part Time: Full-Time
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