Full Time 40 hours Grade 007 Graduate Edu/Postdoc Affairs Schedule 8 AM-5 PM; SOME WKENDS Responsibilities General Purpose: Under the general direction of the Dean and the Director of the Office for Graduate Education and Postdoctoral Affairs (GEPA), provide administrative support for the staff within GEPA. Serves as the secondary front desk liaison between students, faculty, staff and visitors and the GEPA Dean and staff. Provides direction and assistance in a fast-paced environment, requiring thorough knowledge of office procedures and functions, student services, and University and School policy and procedures. Typical Duties: Fiscal and Budgetary Support E-file all 506/520 forms on a daily basis; move terminated forms to termed folder; maintain SMD Postdoc Appointee email distribution list based on appointment form actions. E-file and data enter all expenses into the Ledger Reconciliation spreadsheet on a weekly basis. Perform monthly ledger reconciliation; investigate any discrepancies; rectify discrepancies as needed. Process paperwork for reimbursement of expenses for payment to applicants, students, postdoctoral appointees, faculty, staff, internal departments, petty cash and outside vendors. With efficient use of funds in mind, arrange for the use of University services as needed by GEPA; order/stock office supplies, stationery, business cards, toner, etc. Manage fiscal paperwork associated with Convocation ceremony Prepare and provide a monthly budget report to the UR Postdoctoral Association and Graduate Student Society Serve as petty cash fund custodian; reconcile on a weekly basis; replenish at the Cashierâ™s Office as needed. Save âœTrainee Appointmentâ and âœAccount Distributionâ reports on the 1st and 15th of every month. Academic and Student Services Support Assist the Registrar and Assistant Registrar with all Commencement-related preparatory tasks; attend Commencement ceremony and provide day-of support as needed. Manage fiscal paperwork associated with Commencement. Quarterly audit of postdoc email listserv Provide information to faculty, students and staff regarding University and School policy and procedures concerning graduate study. Make referrals to other School and University offices as appropriate. Administrative and Secretarial Support Serve as the backup receptionist for GEPA. Greet customers and answer multi-line phone system. Provide accurate and concise information and direct visitors and callers as appropriate to GEPA and/or University staff. Pick up and deliver mail once daily. Open and disseminate to GEPA staff or route to appropriate School or University office as needed. Photograph various GEPA/trainee events. Maintain secure and organized reception, supply and filing areas. Maintain office coffee supply; re-order as necessary. Maintain bank of ~50 GEPA fillable forms for faculty/staff/administrator use Attend various Deanâ™s committee meetings; prepare transcripts as appropriate. Type and distribute routine correspondence to students, postdoctoral appointees, graduate coordinators and faculty. Arrange for the use of University services, rooms, caterers and other vendors as needed. Provide administrative support to the GEPA Director as needed. File, both electronically and paper-based, as necessary to maintain dept. records. Handle other duties as assigned by the GEPA Director Cross-train and cross-cover to provide office support during absences, lunch breaks and vacation periods. Actively participate in the work of the office including staff meetings and other functions, projects and new initiatives as assigned by the Dean and Director. Center for Professional Development Event management for National Postdoc Appreciation Week (NPAW) to include room scheduling, food ordering, setup, communications, etc. Event management for other UR Postdoctoral Association events Perform monthly update of educational and career development opportunities for training grant SharePoint site Maintain CPD Lending Library; manage lending process and follow-up as needed on overdue items. Assemble details regarding professional development course offerings each semester and update SharePoint. Provide to CPD communications rep. for email distribution and website updates Manage fiscal paperwork associated with CPD awards program Update and maintain CPD fellowships database as needed SMD Unpaid Academic Internship and Shadowing Program Process all applications for the SMD Unpaid Academic Internship and Shadowing program Manage development of online application and online documentation as needed Requirements Two years of post-high school education in secretarial or word processing studies, or the equivalent and at least 2 years of secretarial, word processing and practical office experience; or an equivalent combination of education and experience; good verbal and written communication skills with proficiency in Microsoft Office (Outlook, Word, Access, Excel). ISIS and SharePoint experience desirable. This position requires a highly motivated, independent worker with strong organizational skills, who is willing to work as team player to improve office functions and the services provided and who has the ability to perform multiple tasks simultaneously. Excellent customer service skill required. Occasional night and weekend work.
About University of Rochester
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.