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):
244 Hutchison Rd, Room 4209B, Rochester, New York, United States of America, 14627Opening:
Worker Subtype:
RegularTime Type:
Full timeScheduled Weekly Hours:
40Department:
210215 Fellowships/UG ResearchWork Shift:
UR - Day (United States of America)Range:
UR URG 104 HCompensation Range:
$18.65 - $26.11The 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:
This position provides receptionist and clerical/administrative support for the Student Fellowships Office (75%) and the Office of Undergraduate Research (25%). The person in this position serves as the first point of contact for visitors and callers (students, faculty, staff, and families), provides information about services, triages/responds to messages (including the general email accounts for both SFO and OUR), handles drop-in flow, and schedules appointments for both offices. In support of the SFO, the Administrative Coordinator organizes and tracks applicant submissions; provides application support as appropriate; maintains updated fellowship informational materials; creates/maintains relevant databases and prepares reports and relevant supporting visual data; and supports fellowship committees. The person in this role maintains websites, assists with the creation of social media and promotional materials, supports recruitment/outreach activities, and provides event support for both offices.ESSENTIAL FUNCTIONS
RECEPTION / CLERICAL
- Greets visitors to office
- Checks students in for appointments
- Answers phone/returns calls
- Answers visitors’ general questions
- Disseminates materials
- Redirects visitors to other university offices where appropriate
- Responds to/triages email queries
- Serves as backup for OUR to support and answer questions from students who have general getting started in research queries
- Manages SFO personnel calendars/scheduling appointments in alignment with application timelines and submission of materials
INFORMATION / DATA
- Manages program information and application materials for SFO.
- If needed, provides basic assistance to students and faculty who may have questions about OUR’s Schwartz Discover Grant application and assists with any issues that arise with submissions for OUR’s Celebrating Research Week programming
- Reviews, updates, and maintains a large collection of hard-copy and electronic materials about programs and opportunities
- Receives and monitors applicant submissions, as well as supporting documentation (e.g., transcripts, letters) for SFO
- Provides data management and reports for internal and external use (e.g., participation, outcomes, surveys, testimonials) for SFO
COMMITTEE / EVENT SUPPORT
- Creates/sends fellowship committee communications as directed, schedules committee meetings, books venues, sets up virtual meetings, and disseminates application materials to committee members
- Assists with applicant cohort engagement activities
- Assists with professional development activities
- Assists in the planning and implementation of regular annual events, as well as special events (e.g., celebratory receptions, expos, symposia, committee appreciation, and special visits from funding/sponsoring programs) for both offices
OUTREACH / RECRUITMENT SUPPORT
- Provides support for events (e.g., info sessions, fairs, workshops, panel presentations), including creating hard copy and social media materials for dissemination to a variety of audiences (e.g., individual students, student groups, and other offices/departments). May be asked to take photos at events to share on social media.
- Identifies prospective applicants and communicates with applicants throughout the fellowship application process. Has a particular facility, in interacting with students from both offices (SFO and OUR), to know when to recommend students to one office if coming in for the other.
- Serves as a back-up representative of SFO & OUR at various campus events
Other duties as assigned.
EOE Minorities / Females / Protected Veterans / Disabled:
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.