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):
244 Hutchison Rd, Rochester, New York, United States of America, 14627
Opening:
Worker Subtype:
Regular
Time Type:
Full time
Scheduled Weekly Hours:
40
Department:
200225 Center for Education Abroad
Work Shift:
UR - Day (United States of America)
Range:
UR URG 106 H
Compensation Range:
$21.78 - $30.53
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:
The Administrative Assistant is responsible for maintaining front office daily operations, which include opening and closing the front office and onboarding and supervision of front office student employees. The Administrative Assistant manages assigned financial tasks and application of general accounting practices. This position executes programming and event planning logistics for the department. The Administrative Assistant also supports unit leadership and staff to manage calendars and carry out travel logistics. Position is five days a week in office.
ESSENTIAL FUNCTIONS
Front Office Management
Assess front office operations by anticipating office needs, identify potential challenges, and provide recommendations for efficiency.
Manage hiring, onboarding, and supervision of front office student employees.
Support onboarding of new Center for Education Abroad (CEA) staff.
Coordination of visitors and guests to CEA.
Responsible for management of main phone line, office email account, incoming and outgoing mail, and ensuring front office coverage
Report to Facilities any service issues requiring maintenance.
Maintain office supply inventory; place and expedite orders as needed and manage payments and reconciliation
Financial Coordination
Review and run financial reports for CEA accounts.
Pay vendor invoices within established due dates including setting up new vendors in Workday and following up with Accounts Payable for troubleshooting delayed or non-standard payments.
Manage and reconcile department Purchasing Card purchases, initiate journal entries, liaise with partner offices such as Registrar, Bursar, General Accounting and Accounts Payable
Manage School of Record process and agreement with IES Abroad global partner: credit entry, tracking, invoicing, maintenance of database, and collaborating with IES and Rochester’s Registrar’s Office.
Coordinate faculty-led P-card reconciliations, supporting documentation, invoices, and coordination for short-term programs
Administrative Support to unit staff and leadership
Manage calendars and coordinate activities. Provide updates to include, but not limited to: scheduling meetings, reporting cancellations, deadline notification, background on meeting participants.
Manage travel logistics, including: itineraries & documentation, meeting scheduling, flights, hotels, visas, etc.
Submit and prepare expense reports
Event and Program Planning
Plan and manage logistics of room reservations for departmental meetings, events, and retreats.
Programming and event planning logistics to include: room reservations, meal orders, room setup, materials preparation, event schedules, etc.)
Track event/programming participation using department CRM system
Manage large event logistics such as Sendoff and Global Fair
Create and manage event calendar.
Coordinate event/programming requests with campus partners.
Manage Photo Contest…