Administrative Coordinator III - Office of Academic Affairs

University of Rochester•Rochester, NY

8d•$19 - $27•Onsite

About The Position

The University of Rochester is seeking an Administrative Coordinator III for the Office of Academic Affairs within the SMD Dean’s Office. This role serves as the primary point of contact for the Office of Academic Affairs, providing specialized administrative services to the team. The position requires independent judgment, the ability to manage competing demands, and prioritize work effectively. The Administrative Coordinator III will support various aspects of the faculty lifecycle, including recruitment, appointment documentation, faculty events, and the annual review process. This role involves constructing confidential correspondence, arranging logistics, ordering supplies, and processing expense forms, demanding a high level of attention to detail.

Requirements

High School diploma or equivalent and 2 years of relevant experience required.
Proficiency in Microsoft Office Programs including Power Point and Excel.
Proficiency in Workday, Box, and MyPath.
Excellent writing and editing skills.
Excellent communication skills.
Excellent interpersonal skills.
Excellent organizational skills focused on customer service.
Ability to work collaboratively with all levels of faculty and staff.
Ability to maintain confidentiality of information at all times.
Strong attention to detail.
Ability to work independently under general direction.

Nice To Haves

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

Responsibilities

Serve as the first point of contact for the Office of Academic Affairs within the SMD Dean’s Office.
Provide specialized administrative services to the Dean’s Office Academic Affairs team under minimal direction.
Perform routine and non-routine administrative secretarial duties.
Support the administrative director and the Vice Dean for Academic Affairs.
Support the SMD Dean’s Office in managing the faculty lifecycle.
Manage competing demands and prioritize work with latitude in planning and executing projects.
Support faculty posting and recruitment, appointment documentation, faculty welcome events, faculty recognition celebrations, and administratively coordinate the faculty annual review process.
Construct routine and non-routine correspondence of a confidential nature.
Arrange physical space and vendors, order supplies, and process expense forms.
Provide administrative assistance to the Office of Academic Affairs, serving as initial contact for senior leaders, faculty, staff, and external customers.
Maintain the calendar of the director and coordinate meetings.
Cross-cover for the Vice Dean’s administrative coordinator as needed.
Independently review faculty appointment documentation, distribute to appropriate team members, and follow up with departments on missing documentation.
Construct and distribute Vice Dean appointment confirmation letters for junior faculty.
Enter junior faculty appointments on the monthly agenda and mailing list.
Regularly review and analyze the status of lapsed faculty appointments and follow up with departments.
Serve as the point person for faculty job postings and recruitment forms.
Maintain Interfolio and Onbase permissions and serve as a resource for departments.
Compile and maintain a list of faculty awards and honors.
Administratively coordinate SMD Faculty Annual evaluations, advising department administrative contacts on the process.
Construct reports of faculty required to complete evaluations and facilitate mail merges.
Construct correspondence to department chairs and administrators throughout the evaluation cycle and monitor compliance.
Serve as the point person for troubleshooting evaluation questions and monitor the SMD Faculty Eval email inbox.
Support the Director of OAA throughout the evaluation process and assist with updates to evaluation content format.
Serve as lead team member in the organization, coordination, and execution of the SMD new faculty welcome event.
Oversee logistics, space, catering, and invitation lists for the annual faculty welcome event.
Process invoices, prepare, and distribute messages and materials for events.
Oversee logistics and details for the annual SMD faculty recognition event.
Manage the SMD faculty mentoring awards process, including nominations, committee coordination, selection, and notification.
Check OAA main voicemail daily, triage calls, and relay messages.
Retrieve and distribute mail from the post office.
Manage OAA conference room reservations and requests.
Order supplies and maintain inventory.
Facilitate Office of Academic Affairs web site content updates and process document updates.
Perform additional duties as assigned by the director or for cross-coverage of team responsibilities.