Administrative Assistant Jobs

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Full Time 40 hours Grade 051 Office of College Enrollment

Schedule

8:30 AM-5 PM; HOLS - SECONDARY SCHOOL HOLIDAYS

Responsibilities

POSITION SUMMARY:

The Administrative Assistant (AA) ensures that operating business practices specific to financial records and payroll and timekeeping for full/part-time, temporary and seasonal staff positions are sound and helps to ensure compliance with laws, regulations, and University and departmental policies in the division of College Enrollment. The division of College Enrollment includes the Admissions, Pre-College (PC) Programs, Veterans and Military Family Services, Financial Aid, Student Employment, and College Enrollment departments. The Assistant manages specialized functions and projects (financial records, payroll and timekeeping, etc.) in College Enrollment.

The AA exercises professional judgment in all matters - discerns and compares, and conforms to compliance and the ethical standards of the Finance and Payroll professions. Maintains lockbox discretion and confidentiality regarding every aspect of division wide activities (bookkeeping, payroll, employee relations, Leave, etc.).

Excellent oral, written, and interpersonal communication skills in a diverse environment are essential, as is a professional and resourceful approach. The Assistant must possess demonstrated customer service experience that incorporates a global perspective along with a commitment to issues of diversity and the ability to work in a team setting with all levels of management, staff, and faculty. The successful incumbent must possess the skill to organize and prioritize numerous tasks, and have experience planning and tracking the details of various projects. A high level of proficiency in Microsoft Office Suite is required. Experience working in a University setting is preferred. HRMS, FLSA, Workday and FileMaker experience is ideal. Additional cross-training within Admissions, Financial Aid and College Enrollment (AFE) may occur. Non-traditional work hours may be required.

SPECIFIC RESPONSIBILITIES:

Business Operations: 75%

Fiscal Records Management: 35%

• Prepares and processes (obtaining appropriate signatures, etc.) financial documents (312 requisitions for interdepartmental charges, purchase orders, etc.), SIRs, journal entries, etc. coordinating with the Sr. Financial Analyst, the Finance Department, and sponsoring vendors or agencies for department expenditures.
• Reconciles line items within monthly subsidiary ledgers to the respective supporting documentation. Identifies discrepancies, takes corrective action, and records in departmental spreadsheet per University Audit recommendation.

• Associates scanned supporting documentation as a new record in the financial database for retrieval purposes (reconciliation, historical information, audit, etc.). Maintains and updates the financial database for accuracy and reconciliation confirmation in compliance with University policy and departmental guidelines.

• Generates invoices for PC partnership organizations based on the agreement in place (Teak Fellowship, Upward Bounds, Whipple, etc.) and determines the accounting method to record revenue.
• Monitors departmental P-card requests and business-related purchases to ensure compliance with University Purchasing and remain in good standing.

Payroll and Timekeeping Management: 25%

• Creates PC instructor agreements and processes payments through 211, 220, or 506 forms as appropriate.
• Conducts departmental timekeeper and supervisor training for new employees and new supervisors. Provides departmental guidelines and administers internal fact checks following trainings. Maintains and updates departmental guidelines, and provides refreshers to AFE when necessary.
• Reviews and approves payroll for 80+ staff in division of College Enrollment for MTH (monthly), SMO (semi-monthly), and BWH (bi-weekly hourly) pay groups, including temporary and student staff.
• Communicates with HR regarding best practices for record management of employees out on leave. Confirms timecard matches supporting documentation from the Leave Administration and our third party insurance provider. Ensures confidential supporting documentation is saved in the appropriate personnel file.
• Tracks and monitors employee time for compliance with federal and state regulations, University policy, and established division protocols to ensure consistency. Affirms individual payroll entries in HRMS match appropriate electronic departmental calendars.
• Runs and often creates custom reports (time card, overtime, elapsed time, etc.) for managers' review to identify concerns and/or to take corrective action.

Administrative Support: 15%

• Analyzes data necessary to plan and execute the the Years of Service Recognition Program (YoSRP) assuring appropriate budget, logistics, acknowledgment, etc.
• Communicates with HR to ensure compliance with the Minor Safety Program and Form I-9 for the PC staff. Ensures protocols are being followed in accordance with University policies.
• Manages PC instructor data including course information, agreements, administrative contacts, and payroll forms.
• Participates in team meetings, assembles agendas and action items, keeps notes, and manages meeting requests for business continuity.

Equipment: 20%

• Collaborates with University and internal AFE IT personnel to create databases for tracking and troubleshooting technology and software problems associated with budget management (scanning via AFE docs, financial database, etc.).
• Formulates the purchase process for all capital and non-capital electronics and other equipment. In collaboration with the Sr. Financial Analyst, reviews electronics inventory (cell phones, tablets, computers, monitors, printers, video conferencing equipment, etc.), affiliated warranties, and determines business needs based on budget, new technology and staffing changes. In consultation with University IT, determines equipment upgrades, replacements and authorizes the expenditures.
• Distributes and tracks cell phones and travel bags for use by travelers to ensure appropriate departmental inventory.

Other: 5%

• Continues to grow and develop in the domain of AFE with a focus on the efforts of team activities (financial records management, payroll and timekeeping, administrative support) through attendance at conferences, workshops, (etc.) as a participant, panelist, presenter, or moderator as needed for the purpose of determining and implementing best practices, remaining current in the fields, and incorporating this knowledge into practice.
• Other duties as assigned.
• Provides backup to the team and completes other activities within the division of College Enrollment and with other departments such as Accounts Payable, Payroll, etc.

QUALIFICATIONS:

Bachelor's degree or an equivalent combination of training and experience, which includes at least 1 year of relevant administrative experience.

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

COVER LETTER MUST BE PAGE ONE OF RESUME. ONLINE APPLICATIONS ONLY.

EOE Minorities/Females/Protected Veterans/Disabled