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University of Rochester Administrative Asst - 232069 in Rochester, New York

Administrative Asst Job ID 232069

Location The College Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Office of College Enrollment





The Administrative Assistant (AA) ensures that operating business practices specific to financial records and payroll and timekeeping for full/part-time, temporary and seasonal staff positions are sound and help to ensure compliance with laws, regulations, and University and departmental policies in the division of College Enrollment. The division of College Enrollment includes the Admissions, Pre-College (PC) Programs, Veterans and Military Family Services, Financial Aid, Student Employment, and College Enrollment departments. The Assistant manages specialized functions and projects (financial records, payroll and timekeeping, and student employment, etc.) in College Enrollment.

The AA exercises professional judgment in all matters - discerns and compares, and conforms to the ethical standards of the Finance, Payroll, and Human Resources professions. Maintains lockbox discretion and confidentiality regarding every aspect of division wide activities (bookkeeping, payroll, student employment,employee relations, performance management, compensation, etc.).

Excellent oral, written, and interpersonal communication skills in a diverse environment are essential, as is a professional and resourceful approach. The Assistant must possess demonstrated customer service experience that incorporates a global perspective along with a commitment to issues of diversity and the ability to work in a team setting with all levels of management, faculty, and staff. The successful incumbent must possess the skill to organize and prioritize numerous tasks, and have experience planning and tracking the details of various projects. A high level of proficiency in Microsoft Office Suite is required. Experience working in a University setting is preferred. HRMS, FLSA, Workday and FileMaker experience is ideal. Additional cross-training within Admissions, Financial Aid and College Enrollment (AFE) may occur. Non-traditional work hours may be required.


Business Operations: 50%

Fiscal Records Management: 25%

  • Prepares and processes (obtaining appropriate signatures, etc.) financial documents (312 requisitions for interdepartmental charges, purchase orders, etc.), Request for Payments (F-4), journal entries, etc. coordinating with the Financial Analyst, College Enrollment, the Finance Department, and sponsoring vendors or agencies for department expenditures.

  • Reconciles line items within the monthly subsidiary ledger to the respective supporting documentation. Identifies discrepanciesand takes corrective.

  • Associates scanned supporting documentation as a new record in the financial database for retrieval purposes (reconciliation, historical information, audit, etc.). Maintains and updates the financial database for accuracy and reconciliation confirmation in compliance with University policy and departmental guidelines.

  • Monitors departmental P-card requests and authorizes business-related purchases.

Payroll and Timekeeping Management: 25%

  • Reviews and approves payroll for 80+ staff in division of College Enrollment for MTH (monthly), SMO (semi-monthly) and BWH (bi-weekly hourly) pay groups.

  • Tracks and monitors employee time for compliance with federal and state regulations, University policy, and established division protocols to ensure consistency. Affirms individual payroll entries in HRMS match appropriate electronic departmental calendars.

  • Analyzes data necessary to execute the the Years of Service Recognition Program (YoSRP) assuring appropriate budget, logistics, acknowledgment, etc.

Pre-College: 15%

  • Implements Programs for Minor Training for the PC staff. Ensures protocols are being followed in accordance with University policies.

  • Updates and maintains, along with PC team, handbooks, academic policies, instructor agreements and any liabilities to ensure compliance with all current state and University policies and procedures.

  • Manages PC instructor database which includes the processing of course information and all instructor forms and files.

  • Generates Invoices for PC partnership organizations based on the agreement in place (Teak Fellowship, Upward Bounds, Whipple, etc.) and determines the accounting method to record revenue.

  • Processes payments through 211, 220, or 506 forms as appropriate for PC Instructor and Counselor hires.

Employment Activities: 15%

  • Reviews and screens resumes against the NHR strategy and conducts first interviews with candidates for open positions in division; recommends candidates for second round interviews.

  • Conducts reference checks on finalist candidate pool, reporting information as required.

  • Pulls information (resume, IRF’s, etc.) and schedules finalist(s) meeting with the Dean of AFE.

  • Completes Student Employment (SE) processing activities (placements, jobs, resume reviews, Wage Theft Prevention Act entries, etc.).

  • Completes data scrubbing to replace, modify or remove irrelevant data that includes terminations, FAOs, contacts, change of status, etc. for a current and cleaned database.

  • Contributes to the planning and preparation of annual AFE Student Employment week celebrations.

  • Participates in SE team meetings, assembles agenda and action items, keeps notes, and manages meeting requests for regular team meetings.

Equipment: 15%

  • Formulates the bidding and purchase process for all capital and non-capital electronics and other equipment. In collaboration with University IT, and with informed dialogue with the Financial Analyst, College Enrollment about future business needs, regularly reviews electronics inventory (cell phones, tablets, computers, monitors, printers, video conferencing equipment, etc.), affiliated warrantees, and determines the business needs based on budget, new technology and staffing changes. In consultation with University IT, determines equipment upgrades, replacements and authorizes the expenditures.

  • Collaborates with University and internal AFE IT personnel to create databases for tracking and troubleshooting technology and software problems associated with budget management (scanning via AFE docs, financial database, etc.).

Other: 5%

  • Continues to grow and develop in the domain of AFE with a focus on the efforts of team activities (financial records management, payroll and timekeeping, administrative support, student employment and the general field of Human Resources) through attendance at conferences, workshops, (etc.) as a participant, panelist, presenter, or moderator as needed for the purpose of determining and implementing best practices, remaining current in the field, and incorporating this knowledge into practice.

  • Provides backup to the team and completes other activities within the division of College Enrollment and with other departments such as Accounts Payable, Payroll, Human Resources, etc.

  • Other duties as assigned.


Bachelor’s degree or an equivalent combination of training and experience, which includes at least 1 year of relevant administrative experience.

How To Apply


EOE Minorities/Females/Protected Veterans/Disabled