Administrative Coord III

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.

601 Elmwood Ave, Rochester, New York, United States of America, 14642

$18.65 - $26.11

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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.

• 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 (name, home state, GPA, GREs, short summary of personal statement); prepare interview schedule; arrange lunch with invitations to current students who would like to answer questions posed by applicants.

• 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, ensuring 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.
• Fed Ex to proper state agency with copy to licensee.
• Maintain Excel lists of alumni, applicants, etc.

• 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 Time2
  
  Track system.

• 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.

• Complete aggregated data collection according to the annual calendar.
• Current student and alumni, faculty,…