Administrative Assistant IV

University of Rochester•Town of Henrietta, NY

5d•$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. 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. ESSENTIAL FUNCTIONS Manages complex calendars, schedules high-level meetings, and coordinates travel arrangements. With general guidance as to priorities, 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. Under general direction as to policies and regulations, 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.

Requirements

Associate's degree and 2 years of relevant administrative experience required
Or equivalent combination of education and experience
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.
With general guidance as to priorities, 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.
Under general direction as to policies and regulations, 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.