Administrative Coordinator, Advising

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- 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 Location (Full Address): 435 Alumni Rd, Rochester, New York, United States of America, 14627

Worker Subtype:
Regular

Time Type:
Full time

Scheduled Weekly

Hours:

40

Department: 210212 Deans Office Col-Advising

Work Shift:

UR
- Day (United States of America)

Compensation Range: $18.65 - $26.11

GENERAL SUMMARY
Serve as the primary point of contact in a high-traffic, student-centered office. Responsible for delivering outstanding customer service by welcoming visitors, managing scheduling, answering phone calls, responding to chat inquiries, and supporting day-to-day administrative functions. Provides operational support to the College Center for Advising Services (CCAS) and administrative assistance to the advising team.

• Serves 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.
• Responds to incoming calls on a five-line phone system, responds to chat inquiries, and ensures prompt, accurate assistance.
• Supports student peer advisors by offering administrative guidance, answering questions, and helping ensure they have the tools and information needed for success.
• Maintains office supplies and inventory. Proactively identifies and fulfills replenishment needs.
• Checks and manages office voicemail, forwarding messages as needed and updating the staff calendar to reflect appointments and availability.
• Submits and tracks facilities requests to ensure a well-maintained and functional office environment.
• Coordinates daily front-desk coverage to ensure consistent support for the advising needs of the office.
• Accurately records and distributes minutes for weekly staff meetings and other committee meetings, ensuring timely documentation of key discussion points and action items.
• Performs additional administrative duties as assigned to support the overall operations of the office.

• Coordinates and schedules meetings using the office’s scheduling system, ensuring accuracy and timeliness.
• Supports individual advisors with meeting coordination and event planning, including managing logistics, reserving rooms, arranging catering, and confirming all necessary details for successful execution.
• Assists with ongoing special projects and contribute to front office operations as a member of the administrative support team.
• Serves as part of the two-person Letters Team responsible for sending timely communications to students and faculty regarding student status changes and requests.
• Provides administrative support for the e5 and Take Five Scholars Program, including advisor initiatives, special programming, and the Advisor Assignment process.
• Reviews and processes drop/add forms submitted by students. Determine necessary follow-up actions, notifies advisors, and manages the underload review and approval process. Tracks and monitors submissions and generates semester statistical reports to document underload trends.
• Pulls and organizes data from internal systems. Formats and maintains Excel reports to support team analysis and decision-making.

Other duties as assigned.

• 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…