Administrative Coordinator, Advising

Job Title

Serve as the primary point of contact in a high-traffic, student-centered office.

Job Description

The role involves 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.

Essential Functions

• Serves as the first point of contact for visitorsincluding students, families, staff, and facultyby 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.

Program Support

• 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.

Qualifications

• 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.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.