Exec Asst to the Sr. Vice Provost for Academic Excellence

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):

220 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

210199 Deans Staff

Work Shift:

UR - Day (United States of America)

Range:

UR URG 111 H

Compensation Range:

$30.68 - $46.02

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 guidance and with significant latitude for independent judgment and initiative, leads executive-level administrative and operational support to the Senior Vice Provost for Academic Excellence (SVPAE). The position reports administratively to the Assoc Dean Students Affairs & Ops 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 Academic Excellence and Provost staff as well as other University units and leaders 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.

ESSENTIAL FUNCTIONS

Executive Administration: 

• Manages the calendar for the SVPAE. Using independent judgment, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations.
• Anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates agendas, reading and other preparatory materials prior to meetings and presentation materials for use during the meetings. 
• Conducts fact-finding and composes responses to non-routine inquiries. Manages, tracks, triages and/or directly responds to the daily flow of incoming and outgoing requests and correspondence. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests. Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries. Assists with proofing and finalizing presentations, letters and committee minutes. Processes reimbursements.
• Prepares meeting materials including agendas and background documents and other briefing materials as needed.  Distribute meeting materials to attendees.
• Drafts correspondence on behalf of the SVPAE to department chairs, faculty, senior administrators, staff, students and alumni.  This correspondence includes e-mails, memos, letters, reports, and other correspondence.

Event Planning and Travel Management:

• Serves as primary coordinator for multiple events including meetings, Academic Excellence staff and faculty retreats, leadership searches, and events. Participates in planning meetings and coordinates the arrangements and preparation of programs and event materials with internal and external stakeholders. Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on the SVPAE’s calendar.
• Support the planning and execution of major University events, including the annual Goergen Teaching Awards, the Singer Family Awards. May serve as the representative of the SVPAE in planning significant events such as Commencement.
• At times, serve as the main point of contact for events. This includes: management and oversight of registration and RSVP’s; confirmation and pre-event follow up; check-in and nametags; finance and attendance reports; financial reconciliation; and gift processing.

Office Management:

• Corresponds on behalf of the office with University officers and external organizations by relaying and anticipating senior leadership instructions, preferences, and concerns. Ensures that officials and others are informed of decisions either directly or through coordination with other senior leaders.
• Manages timekeeping and related