Executive Support Administrator

Executive Assistant

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:

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

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 100005 Ofc Exec VP Admin & Finance

Work Shift: UR - Day (United States of America)

Range: UR URG 109 H

Compensation Range: $26.90 - $78,336.00

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.

Responsibilities

Under general guidance and with significant latitude for independent judgment and initiative, provides leadership-level administrative and operational support to the Chief Compliance Executive (CCE) and Associate Treasurer & Director, Treasury Operations & Compliance. The position will work closely with the Executive Assistant staff within the Office of the EVP, and department leadership to provide general office and related administrative services to the offices of Controller, Budgeting, Accounts Payable and Compliance. The position reports to the Chief of Staff for the Executive Vice President.

Essential Functions:

• Manages the time and calendar of the CCE. Using independent judgement, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations. This includes coordination with their team, cross-functional stakeholders, and external business partners. Will also provide calendaring support to the Associate Treasurer & Director, Treasury Operations & Compliance
• Proactively anticipate needs and identify ways to build capacity and create efficiencies. Prepares meeting materials including agendas and background documents and other briefing materials as needed. Distributes meeting materials to attendees. Documents and distributes meeting notes or minutes as needed.
• Works closely and effectively with the CCE to keep them informed of upcoming commitments and responsibilities and to follow-up appropriately.
• Act as a conduit between leadership team and other senior executives, across many communication channels, while upholding a high level of integrity and discretion in handling confidential information as well as professionalism in communication of that information.
• Serves as primary coordinator for department meetings and events including internal and external participants. Exercises high level discretion and authority in scheduling.
• Works with external constituents and vendors to coordinate meetings, correspondence and other logistics.
• Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on appropriate calendars.
• Manage expense report coordination and submission.
• 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.
• Provides clerical support for Financial Planning and Analysis, Accounts Payable, Controller and Compliance leaders 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 offices, including coordinating environmental improvements with facilities, and visitor management, etc. Orders and stocks supplies as needed.
• Participates actively with divisional administrative support team to improve processes, create and manage standards and communicate effectively
• Works collaboratively with the Executive Assistants in the office of the EVP to improve processes and office operations.
• Other duties as assigned

Minimum Education & Experience

• Bachelor's degree required
• Minimum of 3 years of relevant experience in executive assistance and office management or equivalent combination of education and experience required.

Knowledge, Skills and Abilities

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