Administrative Coord III

University of Rochester•City of Rochester, NY

5d•$19 - $27•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. With minimum direction and considerable latitude for independent judgment, works with faculty and administrative staff in an academic setting to support activities and events related to the graduate and post-graduate level programs of the Marriage and Family Therapy Training Program. Works closely with program leadership and faculty, and reports directly to the Institute for the Family Administrator. This position necessitates good judgment, being a team player, strong customer relations’ skills, and excellent organization skills. The Administrative Assistant must be able to deal with considerable complexity, a large volume of work, and be able to adjust to changing priorities and challenges.

Requirements

College graduation or an equivalent combination of experience and training
1 year of relevant administrative experience

Nice To Haves

Proficient in MS Word, MS PowerPoint, MS Outlook, MS Excel, and Windows 7
Proficient in navigating through internet and, in general, a technophile that can easily learn to use new technological platforms as the program needs dictate.
Knowledge of MS SharePoint
Knowledge and proficiency of Kentico (U of R website Preferred program)
Knowledge of UR Student
Knowledge of Procure to Pay
Responsible, self-directed, and customer service-oriented, with strong organizational skills and capability to triage operations-related situations.
Capable of drafting communications that are grammatically correct, properly proofread, and effective, as well as professional and welcoming in tone.
High degree of interpersonal communication skills; capable of maintaining a professional, welcoming approach, geared to building positive, productive work relationships.
Able to interact with administrative assistants, managers, high-level officers, and University senior administrators respectfully and productively.

Responsibilities

Review applications in Slate for program suitability and review applicant files with the Director.
Send weekly or more frequent updates to the Director during the recruitment period.
Extend invitations to appropriate applicants for Interview Days and handle all logistics for their visit. For those unable to attend, arrange for virtual interviews.
Prepare a concise grid of the applicants' brief bios (name, home state, GPA, GREs, short summary of personal statement); prepare interview schedule; arrange lunch with invitations to current students who would like to answer questions posed by applicants.
Oversee student registration within UR Student system
Manage working reports and class schedules
Support faculty in updating/reviewing courses
Coordinate logistics for MS/MFT Orientation session
Schedule rooms per faculty teaching schedule in preparation for Fall, Spring, and Summer semesters
Distribute and collect course evaluations
Manage Post Degree registration process in UR Student
Process requests for training program in UR Procurement (invoices, requisitions)
Order supplies for clinical area (faculty and students)
Maintain student files and coordinate with GEPA for any ongoing requirements or changes to those requirements at the time of student exits, ensure that all of students’ required documents are in their file.
Prepare Programs of Study, obtain signatures, and deliver to GEPA.
Handle all forms and correspondence related to licensing, ensuring all forms are filled out correctly with notarized signature of supervisor. FedEx to proper state agency with copy to licensee.
Maintain Excel lists of alumni, applicants, etc.
Distribute and collect site agreements, supervision feedback forms, and clinical practicum evaluations, as well as track collection process, for timely entry of relevant data.
Run monthly and quarterly reports of students' clinical hours needed for graduation through Time2Track system.
Manage annual calendar for program activities, including data collection and reporting.
Prepare Annual Report, due January 31 of each year.
Manage correspondence related to annual reports.
Take the lead on the preparation of the Self-Study required by the COAMFTE every six years.
Complete aggregated data collection according to the annual calendar: Current student and alumni, faculty, employer surveys, Course evaluations, Practicum evaluations, Supervisor feedback, Student Achievement, Clinical hours logs, Caseload diversity tracking, Portfolio rubrics, Exit interview comments, List of MP titles, Semester learning goals: developmental themes by cohort, Alternative hour’s experiences, Resource needs: physical, instructional, clinical, and technological
Plans FT events by handling all related logistics: coordinate purchase (if applicable) of invitations, as well as sending them out (via snail mail or email); coordinate caterer, logistics of entertainment and gifts, etc. Regular events for FT are: Training Program’s Annual Retreat, Annual MS/MFT Graduation Dinner, Annual MFTI (Medical Family Therapy Intensive), Bi-annual Assessment Days, Student Semester Meetings, Informational Open Houses, Orientation and Program Exits
When required, uses Survey Monkey to collect evaluation information and presents reports to interested parties
Other duties as assigned