Administrative Asst

University of Rochester | Rochester, NY

Posted Date 1/11/2023


Full Time 40 hours Grade 051 Office of Equity and Inclusion


8 AM-5 PM; some weekends


General Purpose:

This position acts as the principal assistant to the Associate Dean of Equity and Inclusion and Director of Equity and Inclusion for Research and Research Education, with minimum direction and considerable latitude for independent judgment. Directly provides support and problem solves as needed.



  • Provides support, anticipates needs, and relays the Associate Dean and Director's instructions, preferences, and concerns to appropriate individuals.
  • Tracks items requiring the Associate Dean and Director's attention, response, or planning and meets regularly to review and discuss. Follows up promptly as directed. Makes recommendations on these items and serves as a liaison to assure information is relayed appropriately. Interacts with faculty members, other administrative staff, University officials, and community contacts.
  • Represents the Associate Dean and Director by relaying instructions, decisions, or concerns to faculty and graduate students who are served by the Associate Dean and Director. Evaluates, reviews, and obtains background information on requests for action, refers them, when appropriate, to other administrative staff for their attention or corresponds directly. Undertakes special projects as they may arise. With minimal direction, responds to emails, prepares confidential correspondence, and maintains relevant filing and office records.


  • Plans and manages all calendar and administrative arrangements for Associate Dean and Director. Using considerable independent judgment chooses or recommends among competing demands for time. Works closely with the Office of Equity and Inclusion Administrator to arrange meetings in person or remotely (ZOOM or phone conferences), depending on their location and preference. Acts as gatekeeper/traffic controller for in-person meetings held in the administrative suite, greets attendee(s) and provides time checks to keep Associate Dean and Director on schedule. Receives mail and telephone calls on behalf of the Associate Dean and Director. Screens analyzes, prioritizes and responds to all items as appropriate.

Document Preparation

  • Assists the Associate Dean and Director in responding to requests for CV, brief bios, publicity photos, letters of support and recommendation, and executes final versions of letters. Maintains bio sketches and assists with the development of PowerPoint presentations.


  • Directs, plans, and coordinates meetings with others internally and externally, including arranging meeting facilities and equipment. Organizes special events and faculty candidate visits. Coordinates, publishes and distributes itineraries. Greets and assists visitors and speakers.

Travel Planning

  • Makes frequent and extensive travel arrangements for Associate Dean and Director. Prepares itineraries and processes expense reimbursements. Maintains a comprehensive tracking record of Associate Dean and Director’s past and upcoming travel schedule/planning/arrangements. Updates Advancement of all upcoming travel plans for possible scheduling of donor-related/cultivation meeting opportunities.

Other duties as assigned



  • College graduation
  • 1-year of relevant administrative experience;
  • or equivalent combination of education and experience.
  • Advanced skills in Outlook, Word, Excel, and PowerPoint.
  • Excellent customer service skills.
  • Strong organizational skills and attention to detail.
  • Ability to work both independently as well as part of a team.
  • Strong oral and written communication skills; strong interpersonal skills.
  • Ability to multitask and prioritize assignments appropriately.


  • 2-4 years of experience in an academic setting

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

Employment Type
Full Time

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