Administrative Assistant IV

University of Rochester • City of Rochester, NY

1d • $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 role serves as an administrative assistant to a singular leader within the leadership career stream, providing general administrative support. The position involves maintaining and filing reports, scheduling and coordinating logistical support for conference calls and meetings, making travel arrangements, and providing word processing and other document preparation services. The assistant will also locate and retrieve information to support management and technical staff.

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
• Or equivalent combination of education and experience

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 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.

What This Job Offers

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