Faculty Senate Coordinator

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.

Job Location (Full Address):

220 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening

Worker Subtype:

Regular

Time Type

Part time

Scheduled Weekly Hours

20

Department

200101 Ofc for Academ Fin Admn & Plng

Work Shift

UR - Day (United States of America)

Range

UR URG 106 H

Compensation Range

$21.36 - $29.90

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.

Responsibilities

Manages and oversees all operational requirements of the University’s Faculty Senate. This includes working directly with the Co-chairs of the Senate Executive Committee (SEC) to ensure all policies and procedures in leading the Faculty Senate are strictly followed. Works closely with other departments across the institution to ensure all guidelines are being followed when creating and maintaining the Voting Eligible Faculty members. Oversees the Faculty Senate’s compliance with the Faculty Senate charter, Faculty Handbook, and standing committees’ bylaws. Handles highly confidential and sensitive information and must exercise independent judgment in managing a large volume of obligations in a timely and efficient manner.

Essential Functions

Minutes, Transcripts, and Record Keeping

Minutes (30%)

• Takes minutes at the Senate executive committee meetings, reviews minutes with co-chairs, and distributes to the executive committee at the direction of the chairs.
• Prepares verbatim minutes for Senate meetings and UCTP-led hearing committees. Reviews content of verbatim minutes with participants. Stores and distributes or posts minutes as needed.
• Supports minutes and record keeping for other Senate committees at the direction of the Senate co-chairs.
  
  

Record Keeping (20%)

• Provides support to the University Committee on Tenure and Privileges (UCTP) for faculty grievances and confidential hearings. This includes confidential storage of documents related to UCTP hearings.
• Compiles and archives meeting agendas for the Senate and its executive committee
  
  

Process Support and Management

Budget management

• Processes invoices and journal entries in Workday
• Monitors spending to ensure budgets are aligned with strategic priorities.
• Provides budgets to Senate leadership and Provost’s office upon request.
• Makes recommendations on spending and implements changes.
• Plans and manages Faculty Senate meetings and Faculty Senate receptions hosted by the President and Provost, and Senate Executive Committee meetings which include the President and Provost. Secures venues, providing hybrid participation options, organizes special event parking, creates agendas, records official transcripts, organizes AV support, and creates presentations, official invitations, and communication
• Supports other Senate-related meetings, at the direction of the Senate co-chairs
  
  

Faculty Senate Elections

• Creates and programs complex election procedures to produce unique, confidential, and anonymous voting tools and procedures for the Voting Eligible (VE) Faculty members.
• Collaborates with the Faculty Senate Committee on Elections evaluating and revising election bylaws and best practices
• Investigates and tests new applications for future use in the administration of Faculty Senate elections
  
  

Senate Communication

• Collaborates with Institutional Research, University IT, and the Assistant Vice Provost for Academic Initiatives to develop and maintain the methodology required to create the Voting Eligible Faculty database necessary for all communications and elections from the Faculty Senate to the University Faculty (3000 )
• Working closely with the Academic Center web team, maintains content on the Faculty Senate website, including auditing content and identifying when updates are needed, producing new content, and ensuring that certain confidential materials are posted in a secure fashion.
• Updates all information posted to the Faculty Senate website including committee composition, revised bylaws and messaging or news updates
• Creates and administers surveys on behalf of the Faculty Senate Committee on Elections
• Manages communications between the Faculty Senate and the Office of the Provost and ensures processes are in place for identifying and elevating concerns when needed.
  
  

Other duties as assigned

Minimum Education & Experience

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Or equivalent combination of education and experience
  
  

Knowledge, Skills And Abilities

• Ability to prioritize effectively and efficiently.
• Ability to manage multiple competing priorities in a timely manner.
• Ability to complete tasks on time with a high degree of accuracy.
• Knowledge of the current higher education landscape for faculty (preferred).
• Demonstrated understanding of best practices in the faculty space (preferred).
• Outstanding communication and interpersonal skills for audiences of faculty, staff and leaders.
• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc.
• Knowledge of: Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning
  
  

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.