POSITION SUMMARY:

　　Under general guidance and with significant latitude for independent judgment and initiative, this position provides back-up or supplemental executive-level administrative and operational support to the Office of the President. The position reports administratively to the Chief of Staff to the President 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 President staff 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.

　　TYPICAL DUTIES:

　　Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing correspondence for the office. Prepares official, high-profile letters and correspondence for electronic or mail distribution. Ensures responses are written with the appropriate tone and messaging appropriate for the audience. Uses keen judgement and problem-solving skills in responding appropriately to challenging correspondence. Properly archives all correspondence in the electronic filing system.

　　Provides back-up coverage when other administrative support staff are out of the office or supplemental support to ensure the office functions smoothly. This may include managing the calendars of senior staff, providing logistical support for large, complex meetings (e.g., Senior Leadership Group, University Cabinet, University Management Team, Board of Trustees) and events (University Commencement, Meliora Weekend), answering phone calls to the President’s Office, ensuring the office has appropriate supplies, etc.

　　Manages and coordinates internal University processes that are the responsibility of the Office of the President. Examples include coordinating all aspects of the flag lowering process; maintaining a database of confidential contact information for senior leaders and/or the Board of Trustees.

　　Assists the Secretary to the Board of Trustees with administrative duties needed to support University governance. Duties include, but are not limited to, coordinating Board meeting logistics, gathering and maintaining Board meeting materials, and archiving Board materials to preserve University history. Maintains the Trustee directory. Communicates directly with Trustees or their administrative support staff, if requested.

　　Assists with special projects that support the office as needed and assigned. Examples include writing and maintaining office procedures, archiving presidential materials, etc.

　　Maintains a database of contact information for all senior leaders with the University. Creates and manages complex leadership contact lists for the Office of the President. Ensures lists are updated as needed and distributes in a timely manner.

　　Other duties as assigned

　　QUALIFICATIONS:

　　Associates Degree required

　　Bachelor’s Degree preferred

　　5 years of relevant experience, including 3 years of administrative or executive-level support required

　　Experience in an executive-level or higher education administrative office setting preferred;

　　or equivalent combination of education and experience 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 Microsoft Office applications, Zoom, and Adobe Acrobat. Willingness to learn and become proficient in Monday.com, BoardEffect, and other applications, as required.

　　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.

　　Pay Range

　　Pay Range: $53,500 - $74,900 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.

　　Location: Central Administration

　　Full/Part Time: TAR

　　Opening: Time as Reported Grade 010 President's Office

　　Schedule: VARIES