Administrator - Fleet & Auto Shop

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):

271 East River Rd, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100085 Mail-Fac & Services

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.27 - $32.60

Responsibilities:

The Fleet & Auto Shop Administrator oversees financial and data management systems for the Fleet & Auto Shop departments. The Administrator is part of the Departments management team and is involved in assisting the manager in maintaining and cultivating the overall operations. The Administrator has high levels of customer interaction and must demonstrate effective communication skills. The incumbent is expected to work within a team framework, share and communicate information to team members and management, and be able to use independent judgment and problem solve within the scope of their assigned tasks.

SCHEDULE

• 7:00am - 3:30pm

ESSENTIAL FUNCTIONS

General Office Administration

• Serve as the central University Auto Insurance Contact for Departments and the Universities Insurance Carrier. Maintain department vehicle accident records, repair quotes and follow up to ensure all required forms have been received, submitted and kept secure.
• Maintain University Safe Driver Program – Ensure all fleet members have proper licensure. Maintain records of University approved drivers, driving abstracts and LENS program notifications.
• Maintain records of vehicle registration and titles. Ensure vehicle titles are kept in a secure area; process vehicle registrations
• Respond to customer inquiries; provides back-up data as requested; answer general inquiries; reviews and approves payroll and other personnel forms.
• Develops and updates marketing and information materials such as website, brochures, seminars, computer presentations, and user’s guide.

Fiscal/Data Management

• Maintain database of Purchased vehicles. Maintain records of vehicle lease amounts, maintenance costs and disposal of used vehicles. Confirm completeness and accuracy of data.
• Examines accounting documentation to ensure transactions are properly supported.
• Initiates corrective action/recommendations/solutions as appropriate.
• Ensures compliance and proper capturing of charges/revenues for services.

Purchase Management

• Reviews and processes supply orders, invoices, service contracts, and purchase orders
• Prepares data for budgets; reconcile charges to ledgers and associate with internal unit allocation; reconciles department pcard transactions.

Reporting & Maintaining Records

• Prepares routine financial statements/accounting reports in accordance with departmental format.
• Prepares monthly variance reports and special projects/reports for the Manager as assigned.
• Oversees the retention and storage of financial records in accordance with University policy and proper accounting principles.

Area Maintenance & Security

• Ensures workspace is clean and organized.
• Maintains safe and secure environment in accordance with University and department guidelines.

Other Duties as Assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 1 year of experience in a business operation or administrative role required
• Associate Degree in Business or Accounting preferred
• 3 years of related work experience in an administrative capacity, academic office or business operations, or an equivalent combination of experience and training preferred.
• Or equivalent combination of education and experience

​KNOWLEDGE, SKILLS AND ABILITIES

• Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
• Basic knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) required
• Strong time-management and organizational skills required
• Excellent written and verbal communication skills required
• Excellent analytical, organizational, communication skills and attention to detail preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.