Administrative Coordinator III - Office of Academic Affairs
$39,603–$55,390 year
On-siteRochester, New York, United States
Job Summary
Conduct specialized administrative services for the Office of Academic Affairs within the Dean's Office, serving as the first point of contact for senior leaders, faculty, and external customers. Manage competing priorities by maintaining the director's calendar, coordinating meetings, and triaging confidential inquiries via voicemail and mail. Independently handle the faculty lifecycle, including reviewing appointment documentation, distributing confirmation letters, and overseeing recruitment forms and Interfolio permissions. Coordinate faculty annual evaluations using MyPath, generate reports for 3,500+ members, and facilitate evaluation cycles from April through October. Organize logistics for faculty welcome and recognition events, manage vendor contracts, order supplies, and maintain faculty award databases. Requires full-time, 40-hour weekly commitment with independent judgment and proficiency in Microsoft Office, Box, and Workday.
Required Qualifications
- High School diploma or equivalent
- 2 years of relevant experience
- Proficiency in Microsoft Office Programs including Power Point and Excel
- Proficiency in Workday
- Proficiency in Box
- Proficiency in MyPath
- Excellent writing and editing skills
- Excellent communication skills
- Excellent interpersonal skills
- Excellent organizational skills
- Strong attention to detail
- Ability to work independently under general direction
- Ability to prioritize work
- Ability to plan and execute projects
- Complex understanding of Outlook
- Ability to independently juggle competing priorities
- Forward thinking mindset
- Ability to ensure continuity and efficiency
- Professionalism
- Empathy
- Ability to triage a wide range of inquiries and calls
- Ability to handle confidential and/or sensitive content
- Ability to independently review faculty appointment documentation
- Ability to construct and distribute confirmation letters
- Ability to construct reports
- Ability to review and analyze status of lapsed faculty appointments
- Ability to provide guidance to departments
- Ability to serve as point person for faculty job postings and recruitment forms
- Ability to maintain Interfolio permissions
- Ability to triage questions related to compliance or process
- Ability to maintain Onbase permissions
- Ability to serve as resource for departments for RF processing
- Ability to compile and maintain list of faculty awards and honors
- Ability to obtain information from various newsletters and sources
- Ability to administratively coordinate SMD Faculty Annual evaluations
- High level expertise within MyPath
- Ability to advise department administrative contacts on the process of evaluations and report generation
- Ability to construct customized mail merge
- Ability to monitor compliance
- Ability to serve as point person for troubleshooting evaluation questions
- Ability to respond to inquiries
- Ability to oversee logistics, space, catering, and invitation list for faculty welcome event
- Ability to communicate with senior leadership, department chairs, and offices within the University
- Ability to process invoices for payment
- Ability to prepare and distribute messages and materials for events
- Ability to oversee logistics and details for faculty recognition event
- Ability to coordinate with the President's office, senior leadership, and Advancement
- Ability to prepare event flow document including specific titles and recipients
- Ability to manage SMD faculty mentoring awards process
- Ability to make call for nominations
- Ability to coordinate committee
- Ability to select award recipients
- Ability to notify awardees and nominators
- Ability to regularly check OAA main voicemail
- Ability to triage calls and relay messages
- Ability to retrieve and distribute mail from the post office
- Ability to manage conference room reservations
- Ability to request meetings from team members
- Ability to order supplies
- Ability to maintain inventory
- Ability to recall faculty files from Iron Mountain storage
- Ability to facilitate Office of Academic Affairs web site content updates
- Ability to process document updates
- Ability to maintain confidentiality of information at all times
Desired Qualifications
- Knowledge of Web Design and Publishing software
- Knowledge of REDCap
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