University of Rochester Advancement · 1 month ago
Administrative Operations Specialist, Total Rewards & HR Operations
60 Corporate Woods
Full-time
Onsite
Entry Level
$23.06/hr - $32.29/hr
1+ years expThe University of Rochester is committed to fostering a welcoming culture and is seeking an Administrative Operations Specialist for their Total Rewards & HR Operations team. This role provides comprehensive administrative support to senior HR leaders, manages departmental workflows, and ensures high-quality customer service.
Higher Education
Responsibilities
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
Qualification
Required
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
Company
University of Rochester Advancement
The University of Rochester, one of the nation’s top private research universities, has built a national caliber advancement program in support of the largest campaign in the University’s history.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase