Job Information
University of Rochester Administrative Coordinator III in Rochester, New York
GENERAL PURPOSE:
The Administrative Coordinator provides administrative support to the staff within the Office of the Dean of Students unit, Wilson Commons Student Activities (WCSA). This role is responsible for considerable departmental administrative details and duties requiring extensive experience utilizing computers and computer softwares and with policies, procedures and practices of the University and department.
RESPONSIBILITIES:
General Office Responsibilities
Serves as the primary front desk liaison between WCSA and Deans, Directors, faculty members, students, staff, and visitors. Using strong attention to detail, the Administrative Coordinator will sort and route mail/packages, manage a high level of phone, email, and office traffic while using discretion to screen and direct visitors and calls, takes and/or transcribes meeting minutes, prepares materials for events, ensures staff office supply cabinets are stocked, submits departmental room reservations, and coordinates food deliveries.
Supports 20 professional staff; coordinates calendars, initiates travel/airfare for those traveling, and provides support to the Department Coordinator during all professional staff hiring activities.
Serves as a member on the ODOS Student Life Awards Planning Committee.
Acts as a Purchasing Card holder, maintaining compliance with all University of Rochester Procurement Card policies, and approves assigned workflows in CCC.
Supports the Department Coordinator with oversight of the Campus Information Center, including coverage when needed and assists to triage requests during peak hours.
Student Organization Support and Mangement
Has a working knowledge of and informs students of WCSA, ODOS, and University policies and procedures related to being or establishing a new student organization or fraternity/sorority chapter; including, but not limited to, sanitation regulations, risk management requirements, and event planning. Works with the Department Coordinator in CCC to manage systems related to student organization constitutions/resource agreements, activity reflections, and related student organization annual assessment and WCSA initiatives.
Approves assigned workflows in CCC related to student organization requests (e.g., parking passes, MVR safe driver, Zoom Pro, megaphone, etc.).
Supports the student organization travel process; verifying requirements have been met and communicating with approved student travelers.
Supports the gender exclusivity waiver approval process; compiles completed CCC forms, tracks data, schedules and prepares for the gender exclusivity waiver committee meetings.
Serves as an approver of student organization requests to hold events with minors. Reviews requests and submits appropriate details to the University Office of Counsel.
Students’ Association Government Responsibilities
- Coordinate meeting and events needs for Students’ Association Government, while maintaining and updating the Student Government Calendar and historical references. Ensures meetings and events planned are within the allocated budgets. Initiates communications with Students’ Association representatives with support from the Student Government advisors. Ensures the two Students’ Association Government offices in the Ruth Merrill Center are maintained, and provides recommendations for improvements to the Associate Director of Student Life Operations. Supports other Student Government initiatives as needed.
Data Management (15%)
- Downloads, compiles, maintains, and distributes data on behalf of WCSA. Creates, analyzes, and organizes departmental reports and data, as needed. Coordinates and collects payments made for Fraternity and Sorority Assessment Fees; maintaining records of students and organizations that have submitted necessary payments. Tracks and maintains the records for WCSA and student organization approved drivers. Communicates with the University LENS Coordinator for new approvals and removals.
Other duties as assigned
QUALIFICATIONS:
2 years of post-high school education in secretarial studies or the equivalent required.
Associates degree preferred.
2-4 years secretarial and office experience, including 1 year in a position which has demonstrated the ability to work with minimum supervision – or equivalent combination of education and experience required.
Ability to gather and organize information and achieve logical conclusions in a timely manner. Weighs alternatives and makes independent decisions, when appropriate, that reflect the facts of a situation required.
Ability to express ideas clearly (written and verbal), adjusting language and/or terminology to meet the needs of the audience required.
Ability to understand and work independently with the Event Management System (EMS) and CCC (ccc.rochester.edu); as well as, ability to adapt to new computer systems required.
Advanced secretarial skills. Must possess a strong working knowledge of Windows, Microsoft Office (Word and Excel), Zoom, Adobe Acrobat, Box, and Workday required.
Demonstrates regular attendance, is dependable and punctual, and does not abuse leave time required.
Works effectively with others to accomplish organizational goals and identify and resolve problems. Shares knowledge and experience and is cooperative with others required.
Attention to detail required.
Familiarity with higher education environment and/or working with students preferred.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Pay Range
Pay Range: $18.65 - $26.11 Hourly
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.
Apply for Job
Careers
Sign In
New User
Location: The College
Full/Part Time: Full-Time
Opening: