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University of Rochester Administrative Assistant - 238389 in Rochester, New York

Administrative Assistant

Job ID

238389

Location

The College

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 051 Office of the Dean of Students

Schedule

8 AM-4:30 PM

Responsibilities

Position Description :

The Administrative Assistant in the Office of the Dean of Students will provide administrative support to five administrators in the Office of the Dean of Students ; the Associate Dean of Students, the Assistant Dean of Students, the Director of Parent Relations, and the Associate Director for Student Conduct and the Assistant Director of AOD. This individual will also provide occasional support to four Graduate Assistants working on the 5th floor, as well as general office management in a demanding, high traffic department.

Primary Responsibilities:

  • Primary administrative support to the Associate Dean of Students, Assistant Dean of Students, and Director of Parent Relations & Associate Director for Student Conduct & Assistant Director of AOD.

  • Regularly manages time and calendars for Associate Dean of Students, Assistant Dean of Students, and Director of Parent Relations & Associate Director for Student Conduct & Assistant Director of AOD.

  • Receives information regarding sensitive and confidential student/parent concerns and provides direction to appropriate staff resources.

  • Central repository for information when any major crisis impacts the campus community, including events such as international tragedies.

  • Coordinates student discipline appointments for both the Director of Center for Student Conflict Management & Associate Director for Student Conduct.

  • Schedule all disciplinary hearings (both Administrative and the All-Campus Judicial Council) for all judicial & cases and case conferences.to insure adequate rooms. Assist in prepare and copy all documentation (i.e.: security reports, e-mails, hearing notification letters, etc.) relevant to each case.

  • Performs discipline deans certification for students applying to transfer or to graduate school, study abroad programs, Semester at Sea and Fellowship Office as well as process all disciplinary background checks for the federal background checks.

  • Maintains the ODOS staff directory with biannual updates sent to Deans and Directors.

  • Maintains the Call em All Emergency System for ODOS.

  • Works with the Dean of Students to coordinate & schedule monthly ODOS First Fridays and the ODOS Summer Symposium.

  • Schedule BASICS appointments with Assistant Director of AOD and students.

  • Coordinates with Assistant Director of AOD to schedule and reserve ECM rooms for Alcohol Education Seminars, Risk Reduction Training, Community Seminars and other related AOD meetings.

  • Perform routine requests from Public Safety to provide student information (address, cell phone, class schedules etc.) via SIS & ADVOCATE to Public Safety Officers and Public Safety Special Investigator Directors.

  • Indirectly supports ACJC to reserve ECM rooms and technology for trainings, hearings, information sessions and new officer selections. Also responsible for ordering their ACJC Graduation chords.

  • Indirectly support MOVE (via CSCM) to reserve ECM rooms and technology for routine and E-board meetings.

  • Responsible for Office of the Dean of Students web page insuring updates and changes are done when requested. Attend trainings on WCMS to learn new updates and remain proficient in their policies & guidelines.

  • Trained in usage of Qualtrics to support all ODOS staff utilizing this system.

  • Support & coordinate with an ODOS Director who is assigned when a crisis incident through a Community Concern Report results in students, groups or UR departments wanting to work together to support a tragedy.

Secondary Responsibilities:

  • Secondary support & manages time and calendar for the Dean of Students, Associate Director of Care Network, Assistant Director of CARE Network & the Coordinator of CARE Network when the Administrative Assistant to the Dean is unavailable.

  • Secondary supervision to 5th floor (3) student employees

  • Secondary contact & support by students or UR departments who may have questions regarding either Bias- related Incident Reports & Community Concern Report questions.

  • Secondary timekeeper for ODOS; approves time and supports HRMS processes & inquiries from staff when the Administrative Assistant to the Dean is unavailable.

General Office Management

  • Welcome all walk-ins, screen and direct visitors. Serve as first point of contact, in 510 Wilson Commons, for students, staff, administrators, parents and other individuals visiting or contacting Office of the Dean of Students.

  • Answer and respond to all telephone calls for the Office of the Dean of Students; direct calls to the professionals within the ODOS, as well as other departments within the university. Prepare routine correspondence for signatures, filing, and other administrative activities for ODOS.

  • Track and reconcile expenses for Center for Student Conflict Management, Parent Relations and Wilson Commons Student Activities (partial), including processing requests for payment, petty cash reimbursement and deposits.

  • Administer and order all office supplies for the Office of the Dean of Students. Manage sign out and usage of the office laptops and recorders.

  • Manage and maintain the 5th floor office copier, shredder, several individual staff printers to insure proper maintenance and to routinely communicate with the Dean of Students when replacements are required.

  • Coordinate office tasks given by the Associate Dean and Assistant Dean of Students, Director of Parent Relations, and Associate Director for Student Conduct & Assistant Director of AOD to 5th floor student employees for the Office of the Dean of Students

Other Duties

  • Secondary administrative support to process all necessary paperwork for Emergency Loans handled through the Office of the Dean of Students; this includes updating files and spreadsheet, when the Administrative Assistant to the Dean is unavailable.

  • Primary administrative support for the Break Services Committee and Event Registration/Bar Night/Bus Policy Committee; scheduling the committee's bi-weekly meetings, and working with committee members, student groups, transportation and security to ensure that Event registration committee policies are followed.

  • Primary administrative support for the First Generation Students & Families Planning Committee, scheduling monthly meetings and offering support at events when requested by the Director of Parent & Family Relations.

  • Provide administrative support for hiring activities, including correspondence with potential candidates, coordinating committee meetings and interviews.

  • Member of the UR’s Emergency Call Center (ECC). Routinely participate in trainings when offered, to engage with callers through the ECC should there ever be a University Emergency situation.

Requirements:

College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

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

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