Location: Rochester,NY, USA
Opening
Full Time 40 hours Range URG 111 Office Exec VP Admin & Finance
Schedule
8 AM-5 PM
Responsibilities
GENERAL PURPOSE:
Under general guidance and with significant latitude for independent judgment and initiative, leads executive-level administrative and operational support to the Office of the Provost. The position reports administratively to the Chief of Staff to the Provost and provides functional support to senior staff or others in the office, depending on the needs of the office at any given time.
This position works closely with all Office of the Provost staff as well as other University units and leaders in a fast-paced, team-oriented, high-visibility environment. The duties of this position require the need for absolute confidentiality, professionalism and exceptional attention to detail.
RESPONSIBILITIES:
Executive Administration:
* Manages the calendar for the Provost. Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations.
* Anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings.
* Conducts fact-finding and composes responses to non-routine inquiries. Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing requests and correspondence. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests. Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries. Assists with proofing and finalizing presentations, letters and committee minutes. Processes reimbursements.
* Corresponds on behalf of the office with University officers and external organizations by relaying and anticipating senior leadership instructions, preferences, and concerns. Ensures that officials and others are informed of decisions either directly or through coordination with other senior leaders
Project Management:
* With direction, updates action plan documents as needed. Monitors action plans of key projects of the Provost to ensure milestones and deadlines are on track to be met. Informs the Provost and project stakeholders of action plan changes and updates. Facilitates action items including scheduling follow up meetings as needed to keep projects organized and on track to completion.
Event Planning and Travel Management:
* Serves as primary coordinator for multiple events including meetings, Provost Office staff and faculty retreats, leadership searches, small conferences, and symposia. Participates in planning meetings and coordinates the arrangements and preparation of programs and event materials with internal and external stakeholders. Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on the Provost's calendar.
Assists with special projects that support the office as needed and assigned. Examples include writing and maintaining office procedures, archiving materials, creating and collating surveys, etc.
Maintains confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications.
Other duties as assigned
QUALIFICATIONS:
* Bachelor's degree required.
* 3 years of relevant experience;
* or equivalent combination of education and experience required.
* Experience in an executive-level or higher education administrative office setting preferred;
* Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required.
* Excellent interpersonal and communication skills required;
* Ability to interact with a broad range of internal and external constituencies, including senior executives and Trustees required;
* Exceptional organizational and time management skills with a keen attention to detail required;
* Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters required;
* Ability to quickly and thoughtfully build and maintain relationships required;
* Ability to work both collaboratively and independently and meet deadlines required;
* Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment required;
* High level of proficiency with Zoom and Adobe Acrobat. Willingness to learn and become proficient in Monday.com, BoardEffect, and other applications, as required 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: $63,815 - $95,723 Annually
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.