Administrative Coordinator III Job at University of Rochester (Rochester)

Job Description

With minimum direction and considerable latitude for independent judgment, works with faculty and administrative staff in an academic setting to support activities and events related to the graduate and post-graduate level programs of the Marriage and Family Therapy Training Program. Works closely with program leadership and faculty, and reports directly to the Institute for the Family Administrator. This position necessitates good judgment, being a team player, strong customer relations’ skills, and excellent organization skills. The Administrative Assistant must be able to deal with considerable complexity, a large volume of work, and be able to adjust to changing priorities and challenges.

Job Responsibility

Works with faculty and administrative staff in an academic setting to support activities and events related to the graduate and post-graduate level programs of the Marriage and Family Therapy Training Program
Family Therapy Programs’ Recruitment: Review applications in Slate for program suitability and review applicant files with the Director
Send weekly or more frequent updates to the Director during the recruitment period
Extend invitations to appropriate applicants for Interview Days and handle all logistics for their visit
For those unable to attend, arrange for virtual interviews
Prepare a concise grid of the applicants' brief bios
prepare interview schedule
arrange lunch with invitations to current students who would like to answer questions posed by applicants
Masters in Marriage and Family Therapy Student Education: Oversee student registration within UR Student system
Manage working reports and class schedules
Support faculty in updating/reviewing courses
Coordinate logistics for MS/MFT Orientation session
Schedule rooms per faculty teaching schedule in preparation for Fall, Spring, and Summer semesters
Distribute and collect course evaluations
Manage Post Degree registration process in UR Student
Process requests for training program in UR Procurement (invoices, requisitions)
Order supplies for clinical area (faculty and students)
Maintain student files and coordinate with GEPA for any ongoing requirements or changes to those requirements at the time of student exits, ensure that all of students’ required documents are in their file
Prepare Programs of Study, obtain signatures, and deliver to GEPA
Handle all forms and correspondence related to licensing, ensuring all forms are filled out correctly with notarized signature of supervisor
FedEx to proper state agency with copy to licensee
Maintain Excel lists of alumni, applicants, etc
Family Therapy Programs’ Clinical Training: Distribute and collect site agreements, supervision feedback forms, and clinical practicum evaluations, as well as track collection process, for timely entry of relevant data
Run monthly and quarterly reports of students' clinical hours needed for graduation through Time2Track system
Program Evaluation and COAMFTE Accreditation: Manage annual calendar for program activities, including data collection and reporting
Prepare Annual Report, due January 31 of each year
Manage correspondence related to annual reports
Take the lead on the preparation of the Self-Study required by the COAMFTE every six years
Annual Retreat “State-of-the-Program” Preparation: Complete aggregated data collection according to the annual calendar: Current student and alumni, faculty, employer surveys
Course evaluations
Practicum evaluations
Supervisor feedback
Student Achievement
Clinical hours logs
Caseload diversity tracking
Portfolio rubrics
Exit interview comments
List of MP titles
Semester learning goals: developmental themes by cohort Alternative hour’s experiences
Resource needs: physical, instructional, clinical, and technological
Family Therapy Events: Plans FT events by handling all related logistics: coordinate purchase (if applicable) of invitations, as well as sending them out (via snail mail or email)
coordinate caterer, logistics of entertainment and gifts, etc
Regular events for FT are: Training Program’s Annual Retreat
Annual MS/MFT Graduation Dinner
Annual MFTI (Medical Family Therapy Intensive)
Bi-annual Assessment Days
Student Semester Meetings
Informational Open Houses
Orientation and Program Exits
When required, uses Survey Monkey to collect evaluation information and presents reports to interested parties
Other duties as assigned

Requirements

College graduation or an equivalent combination of experience and training
1 year of relevant administrative experience
Proficient in MS Word, MS PowerPoint, MS Outlook, MS Excel, and Windows 7
Proficient in navigating through internet and, in general, a technophile that can easily learn to use new technological platforms as the program needs dictate
Knowledge of MS SharePoint
Knowledge and proficiency of Kentico (U of R website program)
Knowledge of UR Student
Knowledge of Procure to Pay
Responsible, self-directed, and customer service-oriented, with strong organizational skills and capability to triage operations-related situations
Capable of drafting communications that are grammatically correct, properly proofread, and effective, as well as professional and welcoming in tone
High degree of interpersonal communication skills
capable of maintaining a professional, welcoming approach, geared to building positive, productive work relationships
Able to interact with administrative assistants, managers, high-level officers, and University senior administrators respectfully and productively

Nice to have

Proficient in MS Word, MS PowerPoint, MS Outlook, MS Excel, and Windows 7
Proficient in navigating through internet and, in general, a technophile that can easily learn to use new technological platforms as the program needs dictate
Knowledge of MS SharePoint
Knowledge and proficiency of Kentico (U of R website program)
Knowledge of UR Student
Knowledge of Procure to Pay
Responsible, self-directed, and customer service-oriented, with strong organizational skills and capability to triage operations-related situations
Capable of drafting communications that are grammatically correct, properly proofread, and effective, as well as professional and welcoming in tone
High degree of interpersonal communication skills
capable of maintaining a professional, welcoming approach, geared to building positive, productive work relationships
Able to interact with administrative assistants, managers, high-level officers, and University senior administrators respectfully and productively

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Administrative Coordinator III

Job Description

Job Responsibility

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