Administrative Assistant - CEA

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):

244 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

200225 Center for Education Abroad

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

The Administrative Assistant is responsible for maintaining front office daily operations, which include opening and closing the front office and onboarding and supervision of front office student employees. The Administrative Assistant manages assigned financial tasks and application of general accounting practices. This position executes programming and event planning logistics for the department. The Administrative Assistant also supports unit leadership and staff to manage calendars and carry out travel logistics. Position is five days a week in office.

ESSENTIAL FUNCTIONS

Front Office Management

• Assess front office operations by anticipating office needs, identify potential challenges, and provide recommendations for efficiency. 
• Manage hiring, onboarding, and supervision of front office student employees. 
• Support onboarding of new Center for Education Abroad (CEA) staff.
• Coordination of visitors and guests to CEA.
• Responsible for management of main phone line, office email account, incoming and outgoing mail, and ensuring front office coverage
• Report to Facilities any service issues requiring maintenance. 
• Maintain office supply inventory; place and expedite orders as needed and manage payments and reconciliation

Financial Coordination

• Review and run financial reports for CEA accounts.
• Pay vendor invoices within established due dates including setting up new vendors in Workday and following up with Accounts Payable for troubleshooting delayed or non-standard payments.
• Manage and reconcile department Purchasing Card purchases, initiate journal entries, liaise with partner offices such as Registrar, Bursar, General Accounting and Accounts Payable
• Manage School of Record process and agreement with IES Abroad global partner: credit entry, tracking, invoicing, maintenance of database, and collaborating with IES and Rochester’s Registrar’s Office.
• Coordinate faculty-led P-card reconciliations, supporting documentation, invoices, and coordination for short-term programs

Administrative Support to unit staff and leadership 

• Manage calendars and coordinate activities. Provide updates to include, but not limited to: scheduling meetings, reporting cancellations, deadline notification, background on meeting participants.
• Manage travel logistics, including: itineraries & documentation, meeting scheduling, flights, hotels, visas, etc.
• Submit and prepare expense reports   

Event and Program Planning

• Plan and manage logistics of room reservations for departmental meetings, events, and retreats.
• Programming and event planning logistics to include: room reservations, meal orders, room setup, materials preparation, event schedules, etc.)
• Track event/programming participation using department CRM system
• Manage large event logistics such as Sendoff and Global Fair
• Create and manage event calendar.
• Coordinate event/programming requests with campus partners.
• Manage Photo Contest (lead event planning committee, event promotion and facilitation of award ceremony, maintain archive of photo submissions)

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree and 2 years of relevant administrative experience required
• Bachelor's degree preferred
• Or equivalent combination of education and experience
• One year of bookkeeping experience strongly preferred
• Excellent written skills and an effective communicator strongly preferred
• Work effectively and efficiently under tight deadlines, in a fast-paced, evolving office environment strongly preferred. 
• Excellent time management skills strongly preferred
• Strong problem-solving skills strongly preferred
• Demonstrated knowledge of office management systems & procedures strongly preferred
• Strong computer skills and highly comfortable learning new technologies strongly preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to maintain confidentiality required
• Exceptional organizational, time management and administrative skills required
• Strong communication skills, both verbal and written required
• Strong technical skills, including a high level of proficiency in Microsoft Office required
• Demonstrated knowledge of higher education administration environment preferred
• Experience in delivering high-quality customer service preferred
• Experience managing student employees ; demonstrated ability to build strong professional relationships with department partners preferred
• Experience working in a front-facing office environment 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.