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Administrative Assistant to the Dean

Administrative Assistant to the Dean

University of Rochester Job Location: New York Apply By: 3/16/2021 Date Created: 02-16-2021

CLASSIFICATION DESCRIPTION TITLE: Administrative Assistant FUNCTIONAL JOB TITLE: Administrative Assistant to the Vice Provost and Dean of the University of Rochester Libraries SUPERVISOR: RCL Office Manager PAY GRADE:  51 TIME STATUS:  Full-time POSITION SUMMARY: The Assistant to the Dean of Libraries serves as the primary support to the Vice Provost and Library Dean and manages internal and external requests to schedule meetings with the Dean, coordinates all aspects of the Dean’s meetings, prepares travel arrangements and expense reimbursement forms, drafts correspondence, responds to queries, and completes other tasks designated by the Dean. With general direction from the RCL Office Manager, this position provides executive support for a wide variety of complex and confidential, administrative and secretarial duties for the Dean and other members of the Senior Leadership Team. The incumbent must provide a high level of attention to detail to prioritize work with limited supervision and exercise independent judgment. Extensive knowledge of library and university policies and procedures is necessary. Must possess strong organizational and interpersonal skills, sound judgement, the ability to work collaboratively with all levels of faculty, students, staff and internal and external constituents, as well as the ability to manage competing demands in a professional manner. SPECIFIC RESPONSIBILITIES: 30% Assistant to the Dean
  • Maintains the Dean’s calendar.
  • Schedules complex large and small group meetings including video and teleconferences.
  • Coordinates all logistics regarding the Dean’s meetings, working closely with the RCL Office Manager to ensure all aspects of the Dean’s meetings, large and small, are successfully executed.
  • Prepares travel arrangements for the Dean and visitors to the River Campus Libraries.
  • Completes pre and post travel paperwork.
  • Organizes and maintains email and telephone requests.
  • Establishes and maintains accessible, comprehensive and confidential files, including e-files.
  • Drafts correspondence and provides first-line support for queries and trouble-shooting.
  • Drafts remarks and presentations for a variety of events and workshops.
30% Administrative
  • Serves as the secondary point of contact for the Library Administration Office.
  • Carries out high-level administrative and secretarial duties for the Library Dean.
  • Manages daily operational support for the Vice Provost and Library Dean.
  • Liaises with Library IT Services to maintain Library Office equipment and prepare for Dean’s meetings that require AV/IT set up.
  • Prioritizes and manages tasks for successful and timely completion.
  • Establishes and maintains accessible, comprehensive and confidential files, including e-files.
  • Routinely provides input for internal operating procedures and workflow.
  • Schedules and attends Advisory Committee to the RCL meetings, records and distributes meeting minutes.
30% Library Office
  • Collaborates with and supports other staff members in the Senior Leadership Team.
  • Manages daily operations: ensures regular business hours and phone coverage, reception and directional information for library office visitors.
  • Provides back up supervision of student employees in the Library office.
10% Special Assignment and Library Related Projects:
  • Works on special library-related projects, as needed.
  • Participates on library committees.
  • Attends professional development workshops and classes and other job-enrichment opportunities.
  • Other duties as assigned.
  • College graduation or an equivalent combination of experience and training.
  • One to three years of relevant administrative experience in an academic setting required or an equivalent combination of experience and training.
  • Strong verbal and written communication skills.
  • Excellent interpersonal skills.
  • Adept organizational skills, demonstrating a close attention to detail.
  • Ability to work independently and in a team.
  • Sound judgment and the ability to use discretion and maintain confidentiality at all times.
  • Demonstrated commitment to diversity and inclusion.
  • Proficiency in Microsoft Office, including Outlook, Excel, and PowerPoint is required.
  • Experience with event planning.
APPLICATION INSTRUCTIONS: All applicants must apply online at https://universityofrochester.jobs/. Click here to apply to this position or search Job ID 226632.  

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