Full Time 40 hours Grade 051 Dean's Office Col-Admin Schedule 8 AM-5 PM Responsibilities With minimal direction and considerable latitude for independent judgment, provide administrative support to the Senior Financial Officer (SFO), Senior Operations Officer (SOO), and finance staff in the Arts, Sciences and Engineering (AS&E) Deansâ™ Office as well as provide dedicated support (50%) to the Graduate Students Office. This position requires excellent communication and organizational skills; experience and knowledge about policies, practices, and procedures of the University and AS&E; and a high level of proficiency in MS Office products and electronic calendar systems; familiarity with the Human Resources Management System (HRMS), Student Information System, On-Base, FileMaker and Virtual Event Management System is helpful. Responsibilities: Manage the time and calendars of the SFO, SOO, and finance staff in the Deansâ™ Office, also for Director of Institutional Research. Prioritize and balance scheduling demands and needs, and control access to five team members. Arrange meetings with a wide range of University officials. Arrange travel itineraries, accommodations, meetings, retreats, seminars, and conferences. Assist in the management and coordination of calendars for other staff within the Deansâ™ Office Compose, prepare, and sign correspondence to department administrators, chairs, and faculty, and to Central Administration officers, on behalf of SFO, SOO, and finance staff in the Deansâ™ Office. This correspondence includes e-mails, memos, letters, reports, agendas, minutes, legal documents, and agreements. Much of this is highly confidential material involving departmental budgets, personnel issues, faculty and staff salaries, and privileged legal correspondence. Compile, edit, and check for accuracy, financial data and information for reports, correspondence, and presentations. Independently review and prioritize routine and non-routine ad hoc requests for financial, space, occupancy, and other information; compile appropriate data and answers; and respond. Assemble information for, and assist in the preparation of, operating and capital budgets of AS&E. Oversee the dissemination of confidential ledger and salary reports to departments each month. Organize and oversee the maintenance of the finance-related files in the Deansâ™ Office. Screen, prioritize, and route inquiries to SFO, SOO, and finance staff in the Deansâ™ Office. Represent them in responding to inquiries, and in communicating and advising on Deansâ™ Office finance policies/procedures/guidelines. With skill and tact, interact with members of the University community including vice presidents, deans, directors, faculty, and department administrators. Oversee graduate student appointment form process (506 forms, 200 forms, etc.). This would include review and approval, key point personnel for administrators and students on this process. Manage graduate student events, including room reservations, equipment management, food orders, communication with attendees, managing RSVP lists, and handling invoices for 1) GSO events, 2) Graduate Administrative Officers (GAO) events, 3) Graduate Student Association (GSA) events, and 4) Post-doctoral Association (PDA) events. Provide administrative assistance to the GSO staff and the Graduate Dean and provide support to students, faculty and staff regarding graduate student issues. Support graduate student admissions, including managing the on-line admissions system (Slate), tracking GRE and TOEFL scores, uploading transcripts, and providing general admissions support for students and graduate administrators. Oversee commencement planning for Masterâ™s Ceremony which involves interfacing with SMD. Requirements College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.
The University of Rochester is one of the country's top-tier research universities. Our 158 buildings house more than 200 academic majors, more than 2,000 faculty and instructional staff, and some 11,100 students.
Learning at the University of Rochester is also on a very personal scale. Rochester remains one of the smallest and most collegiate among top research universities, with smaller classes, a low 10:1 student to teacher ratio, and increased interactions with faculty.