Executive Support Assistant IV, Chair

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 URC 208 H

Compensation Range:

$23.52 - $32.92

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
Performs routine and non-routine duties requiring high level administrative skills and proficiency for the Office of the
Chair. Responsible for numerous departmental administrative details and duties requiring extensive experience with
policies, procedures and practices of the University. Supports the Department Vice Chairs and Director(s) and their
support staff by providing comprehensive staff assistance with day-to-day activities.

ESSENTIAL FUNCTIONS

• Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for Chair/Vice Chair/Senior Leaders. Plans and organizes administrative aspects, such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements and document development. 
• Has primary responsibility for the preparation, management, and
• appropriate follow-up for the daily affairs of the senior leaders. Proactively looks at the senior leaders’ calendar and understands priorities to effectively and appropriately control access to the senior leader.  Chooses or recommends solutions among competing demands on their time.  
• Works collaboratively with various University offices to ensure the leader is provided with appropriate agendas and background materials before the meetings and scheduled appointments and travel are accurate. 
• Provides high-level meeting support, including scheduling complex large group meetings among multiple leaders, coordinating data requests, creating presentations, preparing formal meeting minutes and capturing significant action items and monitors completion of action items for senior leader. 

Leads or assists with managing special projects, including, but not limited to:

• developing, implementing and monitoring project work plans, 
• conducting research, 
• drafting project materials and creating and implementing appropriate mechanisms for project communications and archiving, 
• Supports operations, events, scheduling and staff to support institutional priorities.

Plans department symposia, colloquia, seminars, and meetings for faculty.

• Support Faculty in soliciting and scheduling speakers
• Schedule meeting space and setting up A/V
• Support Faculty in creating and publishing meeting agendas, distribute posters and emails announcing events
• Arrange travel
• Arrange for food and refreshments
• Manages center conference room calendars

Independently prepares documentation such as:

• writing and drafting routine and confidential correspondence and memos on behalf of the senior leader, including correspondence with both internal and external parties. 
• Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports.

Coordinates travel arrangements, collection of expenditures, and

• processing requests for payments and reimbursement for Chair/Vice Chair/Senior Leaders. Gather information regarding travel, including traveler(s) name, conference event name, dates, location, estimated cost, and supervisor approval
• Work with approved travel agency to purchase air tickets. Ensure authorization