Job description

Office Assistant

Department of Physics and Astronomy

University of Rochester

Please apply on the website

https://www.rochester.edu/human-resources/careers/

Job ID: 241623

Opening

Full Time 40 hours Grade 009 Physics & Astronomy COL

Responsibilities

POSITION SUMMARY:
Provide administrative, financial and educational support to the Physics and Astronomy department. Greets all faculty, staff, visitors, and triages to appropriate areas. Completes work accurately, in a timely manner and with great attention to detail. This position requires sound professional judgment, respectful and professional communication, and the ability to build positive working relationships by regularly interacting with faculty, students and staff.

SUPERVISION AND DIRECTION RECEIVED:
None.

SPEICIFIC RESPONSIBILITIES:

ADMINISTRATIVE:

• Sends department email communications. Maintains and updates listserv email address for various lists.
• Coordinates shipping and receiving for the department. Assist users in sending packages via FedEx and UPS.
• Receives, sorts and distributes all incoming mail and package deliveries.
• Coordinates seminars and colloquiums which occur approximately three times a week during the academic year. Contacts presenters and compiles, distributes and posts announcements. Reserves conference rooms and sets up Zoom calls. Ensures any necessary travel arrangements are made. Orders refreshments and sets up/cleans up receptions. Ensure the presentations are recorded and posted following the talks. Ensure invoices are received and paid post event.
• Maintain office and Commons Room supplies inventory and places orders as needed. This includes all office supplies, teaching materials, and refreshment supplies.
• Ensure that kitchen area and Commons Room are maintained.
• Prepares and sends routine correspondence as needed.
• Maintains files including scanning for digital retention.
• Communicates internally and with various departments regarding issues such as locked classrooms, building issues, etc.
• Schedules routine conference room reservations.
• Assists w/routine requests for building keys.

FINANCIAL:

• Completes and processes employee, student and visitor expense reports.
• Enters data in URGEMS for department purchases.

EDUCATIONAL:

• May be requested to assist faculty with routine tasks on an as needed basis.
• Support undergraduate and graduate coordinators as needed at various time of year, especially graduate recruitment weekend and graduation.

Other responsibilities as assigned.

QUALIFICATIONS:

• 2 years post high school education or equivalent.
• At least 3 years of office experience or a combination of training and experience.
• Familiar with Microsoft Office Suite. An understanding of UR specific software is a bonus.
• Ability to operate standard office equipment, good communication skills, attention to detail, organization and time management skills required.

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

Job Type: Full-time

Pay: $17.50 - $20.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 5x8
• 8 hour shift
• Day shift
• Monday to Friday
• No nights

Ability to commute/relocate:

• Rochester, NY 14627: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Professional Office: 3 years (Preferred)

Work Location: One location

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