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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):

255 Crittenden Blvd, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

600220 SON Central Administration

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

_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 general direction of the Dean and with significant latitude for independent judgement and initiative, the position provides administrative support for the School of Nursing Dean. Performs routine and non-routine duties of a highly confidential nature and is accountable for the day-to-day operations of the Dean’s Office. Assist Dean and senior leadership with faculty recruitment and appointment process, ensuring coordination of activities, when applicable, with Office of the Provost and SMD Deans Office. The position requires superior skills to complete complex tasks and manage timelines. The position requires professionalism and the ability to interact effectively with university executives, faculty, staff, students and community members.

ESSENTIAL FUNCTIONS

+ Support the Dean in every facet of leading their business functions.

+ Anticipate the Dean’s needs. Preparing background materials, data, and talking points for meetings and presentations.

+ Monitor progress on key performance indicators and provide regular updates to the Dean.

+ Proactively anticipate needs and identify ways to build capacity and create efficiencies, with the school’s business priorities in mind.

+ Coordinate, manage and anticipate Dean’s’ complex calendar, including coordination with their teams, cross-functional stakeholders, and external business partners.

+ Provides “gatekeeper” role creating successful access to the Dean/Vice President but at the same time coordinates and ensures the schedule of the Dean/Vice President is followed and respected.

+ Researches, prioritizes and follows up on incoming issues and concerns addressed to the Dean and Vice President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.

+ Works closely and effectively with the Dean/Vice President to keep him/her informed of upcoming commitments and responsibilities and to follow-up appropriately.

+ Act as a conduit between executive and 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.

+ Provide rapid triage and referral of matters to appropriate parties across a global organization for action and follow up to ensure proper resolution.

+ Building and maintaining strong relationships with people at all levels, inside and outside of the organization.

+ Track and help drive completion of key deliverables and follow up on outstanding items.

+ Maintain organized records of communications and institutional documents and ensure follow-up on action items as requested by the Dean.

+ Plan and arrange all business travel and itineraries for Dean (global and domestic).

+ Partner with advancement, communications, and other SON units to align messaging and logistics.

+ Manage expense report coordination and submission.

+ Oversight of company and functional team/department meetings and events initiated by Dean, including but not limited to supervising the planning and preparing logistics, securing and negotiating a venue, making all travel arrangements, calendar invite coordination, catering, audio/visual, attendee management, print development, shipping & packing event materials, on-site registration, post-event procedures and any other logistical coordination required.

+ Arrange travel itineraries for leadership team and other employees for offsite meetings.

+ Problem solve travel and logistic issues as they arise.

+ Manage and track expenses budget for events.

+ Manage and track multiple project deliverables and timelines.

+ Create or tailor routine and non-routine, memorandums, presentations, and reports.

+ Manage and execute projects and tasks quickly with little to no guidance, react with appropriate urgency, problem solve and take effective action, often with limited information.

+ Provide support and follow up on assigned project with executive and their direct staff members.

+ Support the Tenure committee throughout the process from the point of obtaining reviewer and support letters, track process from review to Board of trustee review/approval.

+ Supportthe Clinical Promotion committee, the point of obtaining reviewer and support letters, track process from review to to provost review and approval.

+ Facilitate appointment and reappointment process with Office of the Provost for senior level faculty appointments.

+ Create or tailor routine and non-routine, offers letters for tenure eligible appointments and reports.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

+ Graduation from college Required

+ Bachelor’s Degree

+ 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management Required

+ Or the equivalent experience in business Required

+ 5+ years Executive Assistant experience Preferred

+ Or equivalent combination of education and experience Required

KNOWLEDGE, SKILLS AND ABILITIES

+ Excellent verbal and written communications skills. Preferred

+ Emotional intelligence and professionalism in all interactions Preferred

+ Strong judgement and decision making with the ability to anticipate needs. Preferred

+ Expertise with data-driven decision support and performance tracking Preferred

+ Superior organizational and project management skills. Preferred

+ Ability to communicate effectively and efficiently while maintaining flexibility and composure. Preferred

+ Ability to discreetly handle highly confidential information with sensitivity and tact. Preferred

+ Ability to build relationships with all levels of the organization. Preferred

+ Ability to multi-task and establish priorities. Preferred

+ Global travel logistics experience. Preferred

+ Proactive and willing to take on new challenges. Preferred

+ Flexible to changing priorities and able to adjust to them quickly. Preferred

+ Intermediate/Advanced skills in Microsoft Office software, including Outlook, Word, Excel and PowerPoint.

+ Work Environment: Normal office environment with occasional domestic or business travel as required to support meetings. Preferred

+ Service oriented attitude reflecting institutional values (Meliora) 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.

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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.