Job Description

The Office of the Executive Vice President of Administration and Finance oversees many critical areas of operation for the University. Administration and Finance supports the University through financial services, fiscal strategy, and administrative operations. The team strengthens the University’s capacity to innovate and compete, overseeing many of Rochester’s core business operations and serving as a strategic partner for University leadership.

The Office of the Executive Vice President of Administration and Finance is seeking a dynamic Executive Support Admin!

This position leads executive-level administrative and operational support to the Senior Associate Vice President of Finance and the Chief of Staff for the Executive Vice President. This position works closely with all Office of the EVP staff in a fast-paced, team-oriented, high-visibility environment. Specifically, the position will work closely with the Executive Assistant to the Executive Vice President, CFO and Treasurer (EVP) to provide general office and related administrative services within the office of the EVP. The duties of this position require the need for absolute confidentiality, professionalism and exceptional attention to detail.

The main functions of the Executive Support Admin include:

• Manages the time and calendar of the SAVP and COS. Using independent judgement, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations. Provides a range of administrative and clerical support duties to the SAVP and the COS including preparing expense reports, supplier invoices, and meeting coordination and communications.
• Anticipates needs and obtains background materials for decisions and meetings. Prepares meeting materials including agendas and background documents and other briefing materials as needed. Distribute meeting materials to attendees. Documents and distributes meeting notes or minutes as needed.
• Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on appropriate calendars.
• Provides clerical support for the Office of the EVP team members for various projects and committees, including scheduling meetings, drafting and sending communications, routing items for review or approval, maintaining or tracking procedures and processes, and establishing and maintaining central communication repositories.
• Directs and coordinates daily activities of the office, including maintaining open office hours, coordinating environmental improvements with facilities, and visitor management, etc. Orders and stocks supplies as needed.
• Support onboarding and existing process, through HR processes, and communications and act as point person for new employees to ensure access to required systems and locations. Review and approval of timekeeping activities for multiple employees including time exceptions.
• Participates actively with divisional administrative support team to improve processes, create and manage standards and communicate effectively
• Communicates and interacts with University senior leaders when scheduling meetings and preparing material for meetings.
• Provides timely and professional response to inquiries and serves as a source of information for customers of the department, while maintaining confidentiality in sensitive matters.
• Assists in preparing, editing and distributing general correspondence, summaries, notes, meeting presentations, simple spreadsheets and reports. Uses online systems to enter and maintain records, procure resources, research information or generate reports.
• Serves as primary coordinator for department and division events including office of EVP staff, Division leadership and other internal or external participants.
• Works with external constituents and vendors to coordinate meetings, correspondence and other logistics.
• Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 3 years related in executive assistance and office management experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated ability to independently manage projects, multiple deadlines and work collaboratively across different teams.
• Proven interpersonal skills and experience providing complex administrative support in a professional environment with tact and diplomacy.
• Experience with Workday Finance, Workday Procurement, Workday HR and other University systems.
• Experience and proficiency with Microsoft Office Including Excel, PowerPoint, Word and Teams
• Ability to exercise high level of discretion given the confidential and complex nature of the support to the Office of the EVP.
• Demonstrated high proficiency in organization and time management skills.

Job ID 260567

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 non-discriminate 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 obligation.

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