GENERAL PURPOSE:

Under the general direction of the Sr Business Administrator of the Office for Graduate Education and Postdoctoral Affairs (GEPA), provide administrative support for the staff within GEPA. Serves as the primary front desk liaison between students, postdocs, faculty, staff and visitors and the GEPA Deans and staff. Provides direction and assistance in a fast-paced environment, requiring thorough knowledge of office procedures and functions, student/postdoc services, and University and School policy and procedures.

RESPONSIBILITIES:

myHub Support

25% effort

• Event management for myHub events to include room scheduling, food ordering, setup, communications, etc. Events include, but are not limited to, career, wellness, and writing services events; the annual GEPA awards; commencement; and orientation.

25% effort

• Event management for all SMD trainee organizations including room scheduling, food ordering, setup, communications, etc.

• Compose and distribute myHub communications.

• Update training grant SharePoint site's educational and career development opportunities as directed.

• Photograph myHub/trainee events for social media use.

• Assist the myHub leadership team with additional projects as needed.

Academic and Business Support

20% effort

• Serve as the receptionist for GEPA. Greet customers,answer multi-line phone system, and respond to GEPA email address. Provide accurate and concise information and direct visitors and callers as appropriate to GEPA and/or University staff.

• Monitor postdoc employment listings; follow-up with old postings every three months.

• GEPA website maintenance as directed.

5% effort

• Maintain secure and organized reception, supply, and filing areas.

• Pick up and deliver mail twice weekly. Open and disseminate to GEPA staff or route to appropriate School or University office as needed.

• Write and distribute routine correspondence to all stakeholders.

• Arrange for the use of University services, rooms, caterers, and other vendors as needed.

• File, both electronically and paper-based, as necessary to maintain dept. records.

• Handle other duties as assigned by the supervisor

• Cross-train and cross-cover to provide office support during absences, lunch breaks, and vacation periods.

• Actively participate in the work of the office including staff meetings and other functions, projects and new initiatives as assigned by leadership.

Recruitment and Admissions Support

• Respond to applicant inquiries via telephone and email regarding applicant process and applicant status. Perform routine admissions functions for pre-graduate and graduate programs, as directed by the Admissions Coordinator and the Director of Graduate Enrollment.

• Assist in the organization of 2 visit weekends/year. Schedule rooms and caterers; perform materials prep; collect and distribute applicant packet materials; provide a professional presence at all events.

• Assist with the management of the 8-week Summer Scholars program as directed by the Admissions Coordinator and the Director of Graduate Enrollment. Program size = 20 students.

• Assist with the management of the 1-year Post-baccalaureate Research Education Program as directed by the Admissions Coordinator and the Director of Graduate Enrollment. Program size = 8 students.

• Assist in the organization of other admissions-related events as needed.

Other projects and job duties as assigned

QUALIFICATIONS:

Required:

• High school

• 2 years of relevant experience

• or equivalent combination of education and experience

• Excellent communication skills (including written communication) with proficiency in Microsoft Office (Outlook, Word, Access, Excel).

• This position requires a highly motivated, independent worker with strong organizational skills, who is willing to work as team player to improve office functions and the services provided.

• Ability to perform multiple tasks simultaneously.

• Excellent customer service skills required.

• Availability to work occasional nights and weekends.

Preferred:

• Workday (UR Student), SharePoint, and OnBase experience desirable.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $18.65 - $26.11 Hourly

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.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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