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University of Rochester Logo University of Rochester · Human Resources

Administrative Operations Specialist, Total Rewards & HR Operations

United States of America, Brighton 23.06 - 32.29 USD / Hour · Job Posted February 21, 2026
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Job Description

Provides administrative and operational support to two senior HR leaders: the Senior Director of Total Rewards and the Senior Director of HR Operations & Compensation. Supports day-to-day operations across both functional areas, ensuring efficient departmental workflows, consistent administrative processes, and high-quality customer service. Coordinates financial, personnel, and office management activities and serves as a central resource for staff, leaders, and internal partners. Exercises independent judgment and discretion while managing complex administrative responsibilities.

Job Responsibility

  • Provides comprehensive administrative support to the Senior Directors and departmental leaders, including calendar coordination, meeting management, correspondence, and preparation of documents, presentations, and reports
  • Coordinates team meetings, project work sessions, and ad hoc leadership gatherings, ensuring timely follow-up and execution of action items
  • Prepares materials and documentation to support operational initiatives, program updates, and strategic activities across both Total Rewards and HR Operations/Compensation
  • Serves as a liaison to internal stakeholders, ensuring timely communication and coordination between units
  • Supervises two part-time administrative/Benefits Assistant II positions responsible for front desk operations and general customer service
  • Ensures consistent coverage, maintains staffing schedules, oversees training, and monitors service quality
  • Serves as back-up for front-desk and customer service functions, providing information and guidance on benefits, HR processes, and departmental procedures
  • Acts as departmental timekeeper, ensuring accurate and timely entry of employee time and attendance, tracking vacation balances, and monitoring compliance training completion
  • Coordinates onboarding and offboarding processes for staff across both functional areas, including submission of Personnel Action Forms (PAFs), system access requests, and building access coordination
  • Assists with maintaining departmental organizational charts, distribution lists, and staff records
  • Provides operational support to Benefits Administration and Compensation teams as needed, including preparation of documents, communications, and reference materials
  • Working with the HR budget team, manages core financial functions, including creating purchase orders (POs), processing supplier invoices, coordinating expense reimbursements, and assisting with tracking departmental budget activity
  • Ensures compliance with University procurement, financial, and recordkeeping policies
  • Supports project-related financial tracking and reconciliations as needed across both Total Rewards and HR Operations/Compensation
  • Oversees general office operations for the unit, including facilities coordination, maintenance requests, IT and AV support needs, and office supply procurement
  • Serves as the primary liaison with Facilities, IT, and Procurement to ensure that the department’s operational needs are met
  • Maintains office equipment, coordinates workspace needs, and assists with planning for space utilization
  • Maintains and updates designated departmental documents, forms, and reference materials, including certain benefits-related materials in partnership with the Benefits team
  • Ensures proper organization, retention, and confidentiality of departmental records in alignment with University policy
  • Prepares or assists with materials needed for audits, policy reviews, and compliance activities across both functional areas
  • Supports special projects, process improvements, and operational initiatives assigned by the Senior Directors
  • Represents the department on administrative workgroups or committees as directed

Requirements

  • Bachelor's degree and 1 year of experience in a business operation or administrative role required
  • or equivalent combination of education and experience
  • Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
  • Basic knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) required
  • Strong time-management and organizational skills required
  • Excellent written and verbal communication skills required
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