University of Rochester
Executive Support Assistant IV, Chair
University of Rochester, Rochester, New York, United States, 14618
Job Opportunity At The University Of Rochester
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: 601 Elmwood Ave, Rochester, New York, United States of America, 14642 Opening: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: Microbiology Administration Work Shift: UR - Day (United States of America) Range: UR URC 208 H Compensation Range: $23.52 - $32.92 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
General Purpose: Performs routine and non-routine duties requiring high level administrative skills and proficiency for the Office of the Chair. Responsible for numerous departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University. Supports the Department Vice Chairs and Director(s) and their support staff by providing comprehensive staff assistance with day-to-day activities. Essential Functions: Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for Chair/Vice Chair/Senior Leaders. Plans and organizes administrative aspects, such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements and document development. Has primary responsibility for the preparation, management, and appropriate follow-up for the daily affairs of the senior leaders. Proactively looks at the senior leaders' calendar and understands priorities to effectively and appropriately control access to the senior leader. Chooses or recommends solutions among competing demands on their time. Works collaboratively with various University offices to ensure the leader is provided with appropriate agendas and background materials before the meetings and scheduled appointments and travel are accurate. Provides high-level meeting support, including scheduling complex large group meetings among multiple leaders, coordinating data requests, creating presentations, preparing formal meeting minutes and capturing significant action items and monitors completion of action items for senior leader. Leads or assists with managing special projects, including, but not limited to: developing, implementing and monitoring project work plans, conducting research, drafting project materials and creating and implementing appropriate mechanisms for project communications and archiving, Supports operations, events, scheduling and staff to support institutional priorities. Plans department symposia, colloquia, seminars, and meetings for faculty. Support Faculty in soliciting and scheduling speakers. Schedule meeting space and setting up A/V. Support Faculty in creating and publishing meeting agendas, distribute posters and emails announcing events. Arrange travel. Arrange for food and refreshments. Manages center conference room calendars. Independently prepares documentation such as: writing and drafting routine and confidential correspondence and memos on behalf of the senior leader, including correspondence with both internal and external parties. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports. Coordinates travel arrangements, collection of expenditures, and processing requests for payments and reimbursement for Chair/Vice Chair/Senior Leaders. Gather information regarding travel, including traveler(s) name, conference event name, dates, location, estimated cost, and supervisor approval. Work with approved travel agency to purchase air tickets. Ensure authorizations are processed appropriately with accounting team. Follow up with travelers for expense receipts and coordinate with accounting for payment. Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures. Responsible for maintaining confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications. Other duties as assigned Minimum Education & Experience: Associate's degree Required, 3 years related work experience including at least 1 year in an executive administrative capacity in an academic office or project management, or the equivalent experience in business required Bachelor's degree preferred Or equivalent direct work experience. Knowledge, Skills, and Abilities: Excellent interpersonal, organizational, and communication skills both verbal and written required Excellent skill in priority setting and time management Strong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times required Proficiency in Outlook, navigating through Internet, knowledge of Microsoft Office Suite, Access, and HRIS System preferred 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.
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: 601 Elmwood Ave, Rochester, New York, United States of America, 14642 Opening: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: Microbiology Administration Work Shift: UR - Day (United States of America) Range: UR URC 208 H Compensation Range: $23.52 - $32.92 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
General Purpose: Performs routine and non-routine duties requiring high level administrative skills and proficiency for the Office of the Chair. Responsible for numerous departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University. Supports the Department Vice Chairs and Director(s) and their support staff by providing comprehensive staff assistance with day-to-day activities. Essential Functions: Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for Chair/Vice Chair/Senior Leaders. Plans and organizes administrative aspects, such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements and document development. Has primary responsibility for the preparation, management, and appropriate follow-up for the daily affairs of the senior leaders. Proactively looks at the senior leaders' calendar and understands priorities to effectively and appropriately control access to the senior leader. Chooses or recommends solutions among competing demands on their time. Works collaboratively with various University offices to ensure the leader is provided with appropriate agendas and background materials before the meetings and scheduled appointments and travel are accurate. Provides high-level meeting support, including scheduling complex large group meetings among multiple leaders, coordinating data requests, creating presentations, preparing formal meeting minutes and capturing significant action items and monitors completion of action items for senior leader. Leads or assists with managing special projects, including, but not limited to: developing, implementing and monitoring project work plans, conducting research, drafting project materials and creating and implementing appropriate mechanisms for project communications and archiving, Supports operations, events, scheduling and staff to support institutional priorities. Plans department symposia, colloquia, seminars, and meetings for faculty. Support Faculty in soliciting and scheduling speakers. Schedule meeting space and setting up A/V. Support Faculty in creating and publishing meeting agendas, distribute posters and emails announcing events. Arrange travel. Arrange for food and refreshments. Manages center conference room calendars. Independently prepares documentation such as: writing and drafting routine and confidential correspondence and memos on behalf of the senior leader, including correspondence with both internal and external parties. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports. Coordinates travel arrangements, collection of expenditures, and processing requests for payments and reimbursement for Chair/Vice Chair/Senior Leaders. Gather information regarding travel, including traveler(s) name, conference event name, dates, location, estimated cost, and supervisor approval. Work with approved travel agency to purchase air tickets. Ensure authorizations are processed appropriately with accounting team. Follow up with travelers for expense receipts and coordinate with accounting for payment. Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures. Responsible for maintaining confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications. Other duties as assigned Minimum Education & Experience: Associate's degree Required, 3 years related work experience including at least 1 year in an executive administrative capacity in an academic office or project management, or the equivalent experience in business required Bachelor's degree preferred Or equivalent direct work experience. Knowledge, Skills, and Abilities: Excellent interpersonal, organizational, and communication skills both verbal and written required Excellent skill in priority setting and time management Strong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times required Proficiency in Outlook, navigating through Internet, knowledge of Microsoft Office Suite, Access, and HRIS System preferred 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.