Administrative Coord III

University of Rochester • City of Rochester, NY

5d • $19 - $26 • 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 first point of contact for the Office of Academic Affairs within the SMD Dean’s Office. Under the minimal direction of the Director of Academic Affairs with latitude for independent judgement, provide specialized administrative services to the Dean’s Office Academic Affairs team. Perform routine and nonroutine administrative secretarial duties, providing support for the administrative director, the Vice Dean for Academic Affairs, and in support of the SMD Dean’s Office support of the faculty lifecycle. Manages competing demands on his/her time and must be able to prioritize work with latitude in planning and executing projects as required. Supports ongoing needs related to faculty posting and recruitment, appointment documentation, faculty welcome event, faculty recognition celebration, and administratively coordinating the faculty annual review process for faculty. Construct routine and non-routine correspondence as needed, which is of confidential nature. Arrange physical space and vendors as needed, order supplies, process expense forms. Requires astute attention to detail. 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. 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. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are 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.

Requirements

• High School diploma or equivalent
• At least 2 years of experience in similar position or equivalent combination of education and experience
• Proficiency in Microsoft Office Programs including Power Point and Excel, Workday, Box and MyPath.
• Excellent writing and editing, communication, interpersonal and organizational skills focused on customer service.
• Works collaboratively with all levels of faculty and staff and maintains confidentiality of information at all times.
• Strong attention to detail and the ability to work independently under general direction

Nice To Haves

• Knowledge of Web Design and Publishing software is desirable.
• Knowledge of REDCap.

Responsibilities

• Provides administrative assistance to the Office of Academic Affairs within the SMD Dean’s Office, serving as initial contact for senior leaders, faculty, staff, and external customers.
• Maintain the calendar of the director, and coordinate individual and group meetings as needed. Cross-cover for the Vice Dean’s administrative coordinator as needed. Requires complex understanding of Outlook and scheduling meetings for senior leadership within URMC. It’s essential the Admin Coord III can independently juggle competing priorities be forward thinking to plan and execute projects as well as ensure continuity and efficiency of the OAA office. Demonstrates professionalism and empathy in triaging a wide range of inquiries and calls, often involving confidential and/or sensitive content.
• Independently review faculty appointment documentation uploaded to Box, distribute to OAA team members as appropriate by faculty type and rank. Followup with departments on missing documentation or for additional information. Review and process junior faculty professional reappointment materials, updating appointments in the SMD Faculty Roster database. Construct and distribute Vice Dean appointment confirmation letters for junior faculty. Enter relevant junior faculty appointments on the monthly agenda and monthly mailing list and distribute the agenda each month for review by MEDSAC. Regularly construct report of, review and analyze the status of lapsed faculty appointments; remove those in process for reappt or promotion, or on leave, reach out in followup to departments; provide guidance to departments on required documentation for reappointment or otherwise. Independently serve as point person for faculty job postings and recruitment forms. Maintain Interfolio permissions, and triage questions related to compliance or process. Compile and maintain list of faculty awards and honors – independently obtaining information from various newsletters and sources, including @Rochester Faculty@, etc.
• Administratively coordinate SMD Faculty Annual evaluations. Requires high level expertise within MyPath to advise department administrative contacts on the process of evaluations and report generation. Construct report of faculty required to complete an evaluation within the SMD Faculty Roster Database and facilitate a customized mail merge to each (approx. 3500) faculty member. Construct correspondence to department chairs and administrators throughout the evaluation cycle (April – October), monitor compliance. Serve as point person for trouble shooting evaluation questions, with regular/direct contact with MyPath support, including monitoring the SMD Faculty Eval email in box and responding to inquiries. Support the Director of OAA throughout process, and in the off-season, with updates to the evaluation content format.
• Serve as lead team member in the organization, coordination and execution of: SMD new faculty welcome: Oversee logistics, space, catering, appropriate invitation list for the annual faculty welcome event. Involves communication with senior leadership, department chairs, and offices within the University. Process invoices for payment, prepare and distribute messages and materials for the event. SMD faculty recognition event: Oversee logistics and details for the annual SMD faculty recognition event each spring. Requires high level coordination with the President’s office, senior leadership and co-planning with Advancement. The celebration recognizes new holders of Endowed and Dean’s Professorship titles, as well as mentorship award recipients and Dean’s Teaching Fellows, in addition to faculty promoted over the past year. Requires high level of detail to oversee flow of event. Prepare event flow document including specific titles and recipients. Manage SMD faculty mentoring awards process, including call for nominations, committee coordination and selection, as well as notification to awardees and nominators.
• Regularly (daily) check OAA main voicemail, triage calls and relay messages to appropriate team members or others. Retrieve and distribute mail from the post office. Manage OAA conference room reservations and requests from team members for meetings. Order supplies, including Staples, Crystal Rock Water, coffee, named professorship recognition chairs, recognition drinking glass sets provided to committee members, named professors (and maintain inventory), recall faculty files from Iron Mountain storage as needed. Facilitate Office of Academic Affairs web site content updates and process document updates as needed, including call for nominations updates, resources for administrators, chairs, directors, etc. Additional duties as assigned by the director or as needed for cross-coverage of team responsibilities.
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 51-100 employees