Exec Support Admin

University of Rochester; City of Rochester (NY); On-site; USD 57,000 - 79,000; Full time

Job summary

University of Rochester is seeking a full-time administrative professional to support the Assoc VP Office of Facilities in Rochester, NY. The role manages complex calendars and coordination with university leaders, staff, and external partners.

The position requires a Bachelor's degree with 3 years of related experience and strong Microsoft Office skills. Responsibilities include data preparation for meetings, travel planning, process improvements, and maintaining policy history databases.

Qualifications

• Bachelor's degree and 3 years related experience required
• Or equivalent combination of education and experience
• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required

Responsibilities

• Manages daily calendars for executive. Plans appointments and events, exercising high level discretion and authority in scheduling.
• Independently makes decisions as to schedule and priorities. Coordinates daily calendars with other key individuals such as, but not limited to, other University leaders, internal staff, Deans, Directors, and Senior Administrators.
• Acts as the point of contact between executives and employees/clients, independently providing factual information within established limits.
• Gathers relevant information and facts by conducting research, file reviews, follow-up with knowledge-based individuals and provides summaries of findings.
• Schedules meetings, makes travel arrangements, and organizes daily calendars in a timely and proficient manner.
• Assesses office procedures and processes. Recommends more efficient ways to run the office and troubleshoots malfunctions.
• Plans appointments and events, including contact with internal and external providers. Has authority to commit funds within established limits.
• Acts as the point of contact, including executives, trustees, faculty, staff, students, clients, and agencies and organization.
• Creates regular reports and updates internal databases, maintaining responsibility for content, data, and data integrity.
• Other duties as assigned.

Education

Bachelor's degree

Tools

Microsoft Office

Job description

University Facilities Center

Full time

R275259

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.

Job Location (Full Address):

271 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100035 Assoc VP Office of Facilities

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109

Compensation Range:

$56,500.00 - $79,100.00

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Responsibilities:

Performs complex administrative duties to a S1 or S2 level Senior Leader. Directs and coordinates daily operations of office and/or program. Serves as staff and resources person. Acts as liaison with internal and external groups, offices, and/or constituents. Compiles data, statistics and other information and materials for meetings, lectures, etc.

SCHEDULE

• Mon - Fri, 8:00am - 4:30pm

ESSENTIAL FUNCTIONS

• Manages daily calendars for executive. Plans appointments and events, exercising high level discretion and authority in scheduling. Independently makes decisions as to schedule and priorities. Coordinates daily calendars with other key individuals such as, but not limited to, other University leaders, internal staff, Deans, Directors, and Senior Administrators, as well as the external community, healthcare, and higher education leaders and contacts.
• Acts as the point of contact between executives and employees/clients, independently providing factual information within established limits. Manages phone calls and emails, responding as appropriate and/or triaging.
• Gathers relevant information and facts by conducting research, file reviews, follow-up with knowledge-based individuals and provides summaries of findings. Facilitates internal communication.
• Schedules meetings, makes travel arrangements, and organizes daily calendars in a timely and proficient manner, often times exercising discretion.
• Assesses office procedures and processes. Recommends more efficient ways to run the office and troubleshoots malfunctions. Communicates with supervisor to identify and address the needs of the office to ensure workflow runs smoothly. Reviews and recommends changes to policies, practices, and procedures. Maintains a master database of policies and relevant history of changes.
• Plans appointments and events, including contact with internal and external providers. Communicates details, required support, and expected outcomes. Has authority to commit funds within established limits.
• Acts as the point of contact, including executives, trustees, faculty, staff, students, clients, and agencies and organization.
• Creates regular reports and updates internal databases, maintaining responsibility for content, data, and data integrity. Researches data to ensure reports are accurate and timely.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 3 years related experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required

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.

Learn. Discover. Heal. Create.

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.

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.