Ap Rochester

Are you a higher education professional who thrives on being highly organized, collaborative, and resourceful? If so, we need your expertise to support a VP and a Director of Financial Operations. This opportunity exists at one of Rochester's well-known colleges. Previous experience in higher ed is strongly desired.

You will provide administrative, office management, and program support as well as front desk coverage. You will maintain office supplies, schedule meetings, coordinate resources, and maintain accurate records. You will assist with administrative processes to support HR functions, timekeeping, building/facilities operations, inventory management, purchasing etc. You will also handle data management tasks, prepare reports, and support budget tracking and procurement.

• Ensures the smooth operation of day-to-day office tasks by coordinating with other departments and assisting with various administrative functions as needed.
• Handles front desk activities by greeting visitors, answering phones, and providing customer support.
• Serves as the 1st point of contact for assigned area.
• Coordinates and manages calendars, scheduling appointments, interviews, travel, and events. Assisting with or coordinating the preparation/ turnover of meeting space or work/ desk space.
• Prepares and distributes communications, including emails, memos, and reports, to various internal and external stakeholders.
• Handles documents, files, and records, ensuring proper filing systems. Secures sensitive and confidential records. Collects data, maintains database records, and assists with data analysis as needed.
• Manages office supplies, track inventory, and coordinate purchasing to maintain adequate resources for office operations.
• Assists with HR-related functions, including employee hiring, onboarding, and payroll processing, ensuring adherence to institutional policies.
• Processes expense reports, recording and receipting payments, creating invoices, and monitoring budgets.
• Provides purchasing support and p-card processes. Supports budget tracking, assisting with financial record-keeping and ensuring compliance with departmental budget guidelines.
• Coordinates and assist with event planning and logistical support for meetings, conferences, and other departmental activities.
• Assists in the preparation and organization of documents, presentations, and reports, ensuring they are accurate and timely.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of administrative processes, including supply ordering, inventory tracking, and facilities management
• Knowledge of human resources practices, including onboarding, payroll processing, and employee records management
• Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders
• Skill in handling and processing invoices, purchase orders, and expense reports with attention to detail and accuracy
• Ability to communicate clearly and professionally with internal and external stakeholders, addressing inquiries and providing assistance
• Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards
• MSW, Excel and Outlook
• Workday training provided

EDUCATION: Associates Degree

EXPERIENCE: 5 years in a related field