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): 220 Hutchison Rd, Rochester, New York, United States of America, 14627
Opening: Worker Subtype:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
40
Department:
100005 Ofc Exec VP Admin & Finance
Work Shift:
UR - Day (United States of America)
Range:
UR URG 109 H
Compensation Range:
$26.90 - $37.66
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
Under general guidance and with significant latitude for independent judgment and initiative, leads executive-level administrative and operational support to the Senior Associate Vice President of Finance (SAVP) and the Chief of Staff for the Executive Vice President (COS). The position will work closely with the Executive Assistant to the Executive Vice President, CFO and Treasurer (EVP) to provide general office and related administrative services within the office of the EVP. The position reports to the Chief of Staff to the Executive Vice President.
ESSENTIAL FUNCTIONS - Manages the time and calendar of the SAVP and COS. Using independent judgement, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations. Provides a range of administrative and clerical support duties to the SAVP and the COS including preparing expense reports, supplier invoices, and meeting coordination and communications.
- Anticipates needs and obtains background materials for decisions and meetings. Prepares meeting materials including agendas and background documents and other briefing materials as needed. Distribute meeting materials to attendees. Documents and distributes meeting notes or minutes as needed.
- Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on appropriate calendars.
- Provides clerical support for the Office of the EVP team members for various projects and committees, including scheduling meetings, drafting and sending communications, routing items for review or approval, maintaining or tracking procedures and processes, and establishing and maintaining central communication repositories.
- Directs and coordinates daily activities of the office, including maintaining open office hours, coordinating environmental improvements with facilities, and visitor management, etc. Orders and stocks supplies as needed.
- Support onboarding and existing process, through HR processes, and communications and act as point person for new employees to ensure access to required systems and locations. Review and approval of timekeeping activities for multiple employees including time exceptions.
- Participates actively with divisional administrative support team to improve processes, create and manage standards and communicate effectively
- Communicates and interacts with University senior leaders when scheduling meetings and preparing material for meetings.
- Provides timely and professional response to inquiries and serves as a source of information for customers of the department, while maintaining confidentiality in sensitive matters.
- Assists in preparing, editing and distributing general correspondence, summaries, notes, meeting presentations, simple spreadsheets and reports. Uses online systems to enter and maintain records, procure resources, research information or generate reports.
- Serves as primary coordinator for department and division events including office of EVP staff, Division leadership and other internal or external participants.
- Works with external constituents and vendors to coordinate meetings, correspondence and other logistics.
- Other duties as assigned.
MINIMUM EDUCATION & EXPERIENCE - Bachelor's degree and 3 years related in executive assistance and office management experience required
- Or equivalent combination of education and experience
KNOWLEDGE, SKILLS AND ABILITIES - Demonstrated ability to independently manage projects, multiple deadlines and work collaboratively across different teams.
- Proven interpersonal skills and experience providing complex administrative support in a professional environment with tact and diplomacy.
- Experience with Workday Finance, Workday Procurement, Workday HR and other University systems.
- Experience and proficiency with Microsoft Office Including Excel, PowerPoint, Word and Teams
- Ability to exercise high level of discretion given the confidential and complex nature of the support to the Office of the EVP.
- Demonstrated high proficiency in organization and time management skills.
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 Classes). 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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Learn. Discover. Heal. Create. Located in western New York, Rochester is our namesake and our home. One of the world's leading research universities, Rochester has a long tradition of breaking boundaries-always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.
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At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better-Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.