Administrative Coordinator, Advising Job at University of Rochester (Rochester)

Job Description

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 Responsibility

Serve as the primary point of contact in a high-traffic, student-centered office
Deliver outstanding customer service by welcoming visitors, managing scheduling, answering phone calls, responding to chat inquiries, and supporting day-to-day administrative functions
Provide operational support to the College Center for Advising Services (CCAS) and administrative assistance to the advising team
Serve as the first point of contact for visitors—including students, families, staff, and faculty—by providing general information and directing them to appropriate staff or departments
Respond to incoming calls on a five-line phone system, responds to chat inquiries, and ensures prompt, accurate assistance
Support student peer advisors by offering administrative guidance, answering questions, and helping ensure they have the tools and information needed for success
Maintain office supplies and inventory
Check and manage office voicemail, forwarding messages as needed and updating the staff calendar to reflect appointments and availability
Submit and track facilities requests
Coordinate daily front-desk coverage
Accurately record and distribute minutes for weekly staff meetings and other committee meetings
Perform additional administrative duties as assigned
Coordinate and schedule meetings using the office’s scheduling system
Support individual advisors with meeting coordination and event planning, including managing logistics, reserving rooms, arranging catering, and confirming all necessary details
Assist with ongoing special projects and contribute to front office operations
Serve as part of the two-person Letters Team responsible for sending timely communications to students and faculty regarding student status changes and requests
Provide administrative support for the e5 and Take Five Scholars Program
Review and process drop/add forms submitted by students
Pull and organize data from internal systems
Format and maintain Excel reports to support team analysis and decision-making

Requirements

High School diploma or equivalent required
Associate’s Degree preferred
2 years of administrative/office support and practical office experience
Or equivalent combination of education and experience required
Strong organizational skills, excellent customer service skills, and ability to multitask preferred
Ability to be sensitive to student and faculty needs preferred
Effective communication skills preferred
Accuracy and attention to detail and ability to proactively resolve problems to determine best course of action preferred
Ability to work collaboratively in a team-oriented environment with a friendly and professional demeanor preferred
Proficiency in Microsoft Office preferred

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Administrative Coordinator, Advising

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