Executive Support Admin I

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

475 Alumni Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

200205 Student Activities-Stu Life

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109

Compensation Range:

$55, $78,

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.

Responsibilities:

GENERAL PURPOSE
Reporting directly to the Dean of Students, the Assistant to the Dean of Students is responsible for providing office management, financial, and student services support. They serve as the primary contact for the Dean of Students and will support communications and day-to-day needs. Requires the ability to work effectively in a fast-paced, team-orientated, high-visibility environment where work is sensitive or confidential. Needs to be comfortable welcoming all appointments and visitors to see the Dean of Students, including those who may be in crisis.

ESSENTIAL FUNCTIONS

Assistant to the Dean

With general guidance as to priorities, serves as the primary contact for the Dean of Students.

• Schedules all Dean of Students meetings; choosing or recommending among competing demands and refers matters to be handled by others.
• Proactively collaborates with various University offices to ensure timely appointments, confirms scheduled appointments (attendees, locations, times, etc.) and procures necessary background materials.
• Represents the Dean of Students when in contact with other offices, faculty, staff, students, and alumni, relaying information, instructions, or recommendations.
• Anticipates the needs and obtains materials for decisions, meetings, and conferences.
• Takes initiative to ensure meeting materials are thoroughly planned and prepared to include agendas and background documents and other briefing materials as needed.
• Responsible for the distribution of meeting materials to attendees.
• Compiles, reviews, and edits materials for accuracy; including, material for reports, correspondences, presentations, publications, and speeches.
• Prepares and signs routine correspondences; composes correspondence on policy or other substantive matters.
• Edits and publishes announcements of events and decisions upon request.
• Serves on committees as directed.

Administrative Support for the Dean of Students

• Monitors and reconciles budget ledgers. Acts as a Purchasing Card holder, maintaining compliance with all University of Rochester PCard Procurement policies.
• Serves as the liaison to the Bursar's Office for emergency loans and grants requests.
• Collects approvals and signatures.
• Greets and assists visitors to the Dean of Students
• Provides administrative support to the Dean of Students on high level programs such as the Keidaean group and Student Life Awards
• Prepares travel itineraries for the Dean of Students, including flights, lodging, and car rental arrangements.
• Manages records through Advocate and other support services in the Office of the Dean of Students (ODOS) on behalf of the Dean of Students.
• Represents Dean of Students in requisitioning and arranging for administrative and other services, including support staff, space, equipment, and supplies.
• Approves payroll for bi-weekly, semi-monthly, and monthly employees.
• Serves as a back-up to the Administrative Assistant for the Office of the Dean of Students.

Student Services Support

• On behalf of the Dean of Students, handles logistics and records for emergency needs including loans, grants, travel, hospitality, and purchases. 
• Serves as a liaison for the Dean of Students for the Basic Needs Hub Operation, including financial management including donor cultivation and accountability.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• College graduation or an equivalent combination of experience and training. Required
• 1 year of relevant administrative experience, including financial responsibilities. Required

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent interpersonal, communication, and organizational skills with attention to detail and the ability to work independently as required. Required
• The ability to interact effectively with high-level University officers, as well as with students, faculty, staff, and general public. Required
• To be able to display compassion and calmness to those in crisis.  Required
• The Assistant to the Dean of Students must possess exceptional judgement, as well as discretion and professionalism. Required
• Knowledge of Microsoft Office suite; including PowerPoint, Word, and Excel are required. Required
• Experience reconciling ledgers, using WorkDay, and approving payroll would be preferred. Required

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

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