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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):

26 Gibbs Str, Rochester, New York, United States of America, 14604

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

300021 ESM HR & Admin Operations

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

_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:

GENERAL PURPOSE

Under the general management and guidance of the Human Resources and Administrative Operations Director, the Welcome Center Coordinator supervises TAR and student workers. This position provides an environment that is welcoming, helpful and collegial for the Eastman community working both independently and collaboratively to carry-out the functions of the Welcome Center by using a variety of logistical resources, knowledge of the academic environment, events, calendars, as well as faculty and staff information to assist staff, faculty, students, visitors and community members with inquiries via phone, email and in person. Maintains confidentiality of work and information that passes through the Welcome Center. Responsible for adherence to University & Eastman procedures, maintaining accurate records and proper recordkeeping practices.

ESSENTIAL FUNCTIONS

Mail and Deliveries

+ Reviews and routes time-sensitive mail & packages to appropriate levels of management.

+ Coordinates & distributes ESM package deliveries and manages the flow of incoming and outgoing mail.

+ Maintains an up to date package delivery log

+ Ensures mailbox listing is accurate and up-to-date.

+ Informs employees via email of mail deliveries and mailboxes that are full and need to be picked up.

+ Trains and supervises students to sort and distribute daily mail to faculty and staff mailboxes.

+ Coordinates with Facilities upon the arrival and delivery of oversize items; trouble shoots when arrivals of such are unanticipated.

+ Maintains current listing of mailbox holders; updates changes on mailbox directory as needed.

+ Communicates policies with new mailbox holders and reminds departing mailbox holders to empty box and return key.

+ Informs Facilities of mailbox and key malfunctions.

Customer Service/Information Management

+ Answers the main phone line to ESM and responds to ESM Welcome Center Email (within 24 hours weekdays) routing calls and providing information as able regarding Eastman activities, concerts and other events taking place in Eastman venues.

+ Keeps abreast of events and activities by frequent contact with Eastman Concert Office, ESM Communications, ESM Admissions, Advancement and other departments, by conducting research on the web and by reviewing publications such as @ Rochester, Eastman Weekly, Eastman Calendars, Encore, City Newspaper, etc.

+ Provides walk-up traffic with direction and assistance.

+ Manages the distribution and return of faculty studio keys and general classroom keys.

+ Manages Bike Locker key assignments and issuance.

+ Prepares informational notices for student workers to ensure they have the most up-to-date information to be able to answer inquiries properly; students are first people to answer main phone line and greet walk up customers.

Parking Management

+ Responsible for issuing and accurately tracking parking vouchers.

+ Produces parking vouchers for Deans office, ESM UHS & Welcome Center

+ Provides bulk vouchers as approved by manager for events and coordinates documentation for the reimbursements.

+ Reports parking issues and concerns that are reported by employees to manager or DPS in a timely manner.

Supervision

+ Provides general supervision & training for WC TAR staff employees and student workers.

+ Approves biweekly timesheet for direct staff & student employees.

+ Ensures continuity of coverage from the Welcome Center; coordinates or adjusts schedules based on needs of the school, student illness, breaks, juries and workload.

+ Responsible for escalating to manager, any issues related to the management, oversight, employee-relations, time-keeping or any other relevant matters related to TAR staff and student workers

+ Is responsible for coordinating and scheduling Welcome Center workers, ensures consistent coverage and provides training and user guides for workers employed at the Welcome Center.

Administrative & Operational Support

+ Makes observations and recommendations to Eastman management from the central vantage point of being a in the middle of Eastman activity at the Welcome Center, regarding process and procedural changes that can lead to greater efficiencies, saving time and/or student/staff/ &/or faculty experience.

+ Coordinates Lost and Found with ET Box Office & Public Safety when necessary.

+ Updates staff and faculty directories keeping them current with new employees and removing terminated employees.

+ With the approval of manager, assists other departments in the distribution of materials for ESM-wide distribution or for targeted events as needed or on other tasks as needed.

Locker Management

+ Manages locker applications and provides locker assignments for over 200 students at start of Fall Semester.

+ Accurately maintains locker tracking database

+ Communicates expectations for locker move out at end of Winter/ Spring semester

+ Examines lockers after move-out for documentation of locker violations and reports to registrar violations that would require student fees, and/or HR Director for egregious violations that would require escalation for disciplinary action.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

+ Associate's degree in business administration, office management, human resources, or related discipline. Required

+ Background and/or experience with music helpful.

+ 2+ years customer service leadership role which may include office management, reception duties, and supervision of others, etc. Required

KNOWLEDGE, SKILLS AND ABILITIES

+ Excellent written and oral communication skills Required

+ Critical thinking/problem solving skills. Required

+ Highly organized & capable of working under minimal supervision and ability to multi-task & prioritize tasks efficiently Required

+ Excellent customer service skills and experience with working with a wide variety of customers and all levels of employees. Required

+ Attention to detail and sensitivity towards confidential information. Required

+ Proficiency with word processing, spreadsheet, database management programs. Required

+ Proficient with Microsoft Word & Excel Required

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.

Notice: If you are a **Current** **Employee,** please **log into myURHR** to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward.

Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.