Administrative Assistant IV - MBI/CVBI

Job description

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): 601 Elmwood Ave, Rochester, New York, United States of America, 14642 Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 400023 Microbiology Administration 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: The Administrative Assistant for the Department of Microbiology provides administrative support to ensure the smooth functioning of the department. Responsibilities include supporting the DD of Research Operations and other key leaders in the Department and Institute e.g., Vice Chair, Lead Research Specialist & Academic Administrator, on tasks that will include coordinating administrative meetings, handling correspondence, maintaining records, and performing a variety of other clerical tasks that can include supply ordering, visa processing & timekeeping. Provides support for all facility and housekeeping related items both in the labs and in general areas. The Administrative Assistant will serve as the first point of contact for internal and external inquiries, representing the office in a professional and welcoming manner for faculty, staff, students and guests - stationed on the 3rd floor of KMRB. ESSENTIAL FUNCTIONS Schedules, maintains and prioritizes a calendar of appointments, meetings etc for DD Research Operations and other leaders: Vice Chair, Lead Research Specialist and Academic Administrator as needed. Plans and organizes administrative meetings, such as agenda preparation, site selections, food and beverage selections, audio- visual arrangements and document development (slide decks). Provides high-level meeting support, coordinating data requests, creating presentations, preparing formal meeting minutes and capturing significant action items and monitors completion of action items. Provides support for all facility and housekeeping related items both in the labs and in general areas. Supply ordering and processing. Ordering nameplates, keys and supplies when needed. Works with other admin personnel on lab and office support items (moving/refurbishing etc.) Maintain records on all matters related to visa’s (expirations, renewals, etc.) Initiate the process of visa processing with the International Services Office. Create guest accounts. Gather all relevant documentation to ensure 100% compliance. Serve as the departmental timekeeper in UKG Serves as the gatekeeper for the department. Responsible for maintaining confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications. Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures. Other duties as requested, especially when it comes to contributing time if others on the Administrative team need help i.e., executive assistant to the Chair. Other duties as assigned MINIMUM EDUCATION & EXPERIENCE Associate's degree Bachelor's degree preferred 2 years of relevant administrative experience required KNOWLEDGE, SKILLS AND ABILITIES Ability to maintain confidentiality required Exceptional organizational, time management and administrative skills required Strong communication skills, both verbal and written required Strong technical skills, including a high level of proficiency in Microsoft Office 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.