Administrative Coordinator III - Office of Academic Affairs

University of Rochester•Rochester, NY

6d•Onsite

About The Position

The University of Rochester is committed to Meliora - Ever Better, embodying values of equity, leadership, integrity, openness, respect, and accountability. This role serves as a key administrative support for the Office of Academic Affairs within the SMD Dean’s Office. The Administrative Coordinator III will provide specialized administrative services, manage routine and non-routine secretarial duties, and support the administrative director, the Vice Dean for Academic Affairs, and the faculty lifecycle. This position requires managing competing demands, prioritizing work, and independently planning and executing projects. The role involves supporting faculty recruitment, appointment documentation, faculty events, recognition celebrations, and the annual faculty review process. The position also requires constructing confidential correspondence, arranging physical spaces, ordering supplies, and processing expense forms, demanding astute attention to detail.

Requirements

High School diploma or equivalent and 2 years of relevant experience required, or equivalent combination of education and experience.
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

Serves as the first point of contact for the Office of Academic Affairs within the SMD Dean’s Office.
Provides specialized administrative services to the Dean’s Office Academic Affairs team under minimal direction.
Performs routine and non-routine administrative secretarial duties.
Supports the administrative director, the Vice Dean for Academic Affairs, and the faculty lifecycle.
Manages competing demands on time and prioritizes work with latitude in planning and executing projects.
Supports faculty posting and recruitment, appointment documentation, faculty welcome events, faculty recognition celebrations, and administratively coordinating the faculty annual review process.
Constructs routine and non-routine correspondence of a confidential nature.
Arranges physical space and vendors, orders supplies, and processes expense forms.
Provides administrative assistance to the Office of Academic Affairs, serving as the initial contact for senior leaders, faculty, staff, and external customers.
Maintains the calendar of the director and coordinates individual and group meetings.
Cross-covers for the Vice Dean’s administrative coordinator as needed.
Independently reviews faculty appointment documentation uploaded to Box and distributes it to OAA team members.
Follows up with departments on missing documentation or for additional information.
Constructs and distributes Vice Dean appointment confirmation letters for junior faculty.
Enters junior faculty appointments on the monthly agenda and monthly mailing list and distributes the agenda for review.
Constructs reports of, reviews, and analyzes the status of lapsed faculty appointments.
Serves as the point person for faculty job postings and recruitment forms.
Maintains Interfolio permissions and triages questions related to compliance or process.
Maintains Onbase permissions and serves as a resource for departments for RF processing.
Compiles and maintains a list of faculty awards and honors.
Administratively coordinates SMD Faculty Annual evaluations.
Advises department administrative contacts on the MyPath evaluation process and report generation.
Constructs reports of faculty required to complete an evaluation and facilitates mail merges.
Constructs correspondence to department chairs and administrators throughout the evaluation cycle and monitors compliance.
Serves as the point person for troubleshooting evaluation questions, including monitoring and responding to inquiries from the SMD Faculty Eval email inbox.
Supports the Director of OAA throughout the evaluation process and assists with updates to the evaluation content format during the off-season.
Serves as the lead team member in the organization, coordination, and execution of the SMD new faculty welcome event.
Oversees logistics, space, catering, and invitation lists for the annual faculty welcome event.
Processes invoices for payment, prepares, and distributes messages and materials for events.
Oversees logistics and details for the annual SMD faculty recognition event.
Manages the SMD faculty mentoring awards process, including call for nominations, committee coordination, selection, and notification to awardees and nominators.
Checks OAA main voicemail daily, triages calls, and relays messages.
Retrieves and distributes mail from the post office.
Manages OAA conference room reservations and requests.
Orders supplies.
Facilitates Office of Academic Affairs website content updates and processes document updates.
Performs additional duties as assigned by the director or as needed for cross-coverage of team responsibilities.