Administrative Assistant IV

University of Rochester

2d • $21 - $30 • Onsite

About The Position

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.

This position serves as an administrative assistant to a singular leader within the leadership career stream, providing general administrative support. The role involves managing complex calendars, scheduling high-level meetings, coordinating travel arrangements, and managing the time and calendar of a leader by choosing or recommending among competing demands, referring matters to be handled by others, and controlling access as needed. The assistant will also manage clerical records and support services, represent the assigned leader in contact with internal and external partners, anticipate needs and obtain background material for decisions, conduct research, compile data for reports and presentations, and edit and check accuracy of material for reports, correspondence, publications, and speeches. Additionally, the role includes preparing and signing routine correspondence, composing correspondence on policy or substantive matters, requisitioning and arranging for administrative and other services, serving on committees concerned with administrative reports, editing and publishing notices and announcements, coordinating clerical and support services, and potentially supervising up to two other administrative staff. The position requires handling confidential and sensitive information with discretion and assisting in planning, coordinating, and executing departmental projects and events.

Requirements

• Associate's degree and 2 years of relevant administrative experience required
• Ability to maintain confidentiality required
• Exceptional organizational, time management and administrative skills required
• Strong communication skills, both verbal and written required
• Strong technical skills, including a high level of proficiency in Microsoft Office required

Nice To Haves

• Bachelor's degree preferred

Responsibilities

• Serves as administrative assistant to a singular leader whose role is within the leadership career stream.
• Provides general administrative support.
• Maintains and files reports and other information.
• Schedules and coordinates logistical support for conference calls and meetings.
• Makes travel arrangements.
• Provides word processing and other document preparation services.
• Locates and retrieves information in support of management and technical staff.
• Manages complex calendars, schedules high-level meetings, and coordinates travel arrangements.
• Manages the time and calendar of a leader, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access as needed.
• Manages the clerical records and other support services.
• Represents assigned leader in contact with internal and external partners as needed, frequently anticipating the leaders instructions, preferences and concerns, and obtaining reports or recommendations.
• Anticipates the needs from and obtains background material for decisions.
• Conducts research and compiles data for reports and presentations.
• Edits and checks accuracy of material for reports, correspondence, publications, and speeches.
• Prepares and signs routine correspondence.
• Composes correspondence on policy or other substantive matters.
• Represents the college or department in requisitioning and arranging for administrative and other service, including support staff, space, equipment, and supplies.
• Serves on committees concerned with administrative reports.
• Edits and publishes notices, departmental regulations, announcements, and minutes of department meetings.
• Coordinates the clerical and other support services of the office.
• May supervise up to two other administrative staff.
• Handles confidential and sensitive information with discretion.
• Assists in planning, coordinating, and executing departmental projects and events.
• Other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: Associate degree