Business Administrator, Global Engagement

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.

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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:

ESSENTIAL FUNCTIONS

Inquiry and Front Office Triage

• Oversee daily office operations and standalone reception area support for ISO and Global Engagement during scheduled service hours at College Town at five days a week in office.  
• Oversee Department Coordinator in monitoring and triaging general office communications, including shared inboxes, phone calls, and routine inquiries. Will require troubleshooting and providing backup support to Department Coordinator.
• Supervise Department Coordinator in responding to general procedural questions using approved language, templates, and office guidance.
• Oversee routing of immigration-specific, compliance-sensitive, tax, SSN/ITIN, and case-specific questions to the appropriate advising, Support & Engagement, or communications staff.
• Manage general office response templates and procedural messaging in coordination with Global and ISO leadership and communications staff.
• Organize data collection and processing to report on performance and responsiveness and identify areas for improvement. Maintain general awareness of ISO and Global Engagement services in order to route inquiries accurately and consistently.
• Serve as ARO/DSO for routine immigration requests.

Office Administration, Facilities & Supplies

• Support activities involved with the financial cycle including collecting and organizing data and reports, preparing budget presentations for unit staff and leadership, etc.
• Review and implement follow up actions for Global email address
• Oversee Department Coordinator with facilities and supplies management.
• Onboard staff including securing technology and other materials.
• Act as project coordinator for department specific projects or initiatives. Facilitate meetings and provide updates on operational activities and performance. Propose updates and improvements and supports the implementation.
• Plan, implement, and support resource allocation to ensure effective and efficient operations. Identifies problems and makes recommendations to supervisor. Implements process improvements within the office.
• Develop and implement onboarding plan for new staff hires.
• Create, audit, and maintain departmental documents, including departmental policies and procedures.

Student Worker/Administrative Logistics

• Manage hiring, onboarding and supervision of student workers.
• Provide procedural guidance to student workers or front-office support staff.

Records, Data Entry, SOPs & Special Projects

• Develop and implement operational procedures to improve efficiency within the various offices.
• Manage accurate data entry, records maintenance, service tracking, and other operational documentation.
• Collect and report on feedback on the success and/or failure of certain activities. Provide consultative services including training and education as needed.
• Collect and organize service metrics, such as inquiry volume, front-office activity, and workflow trends, when requested by leadership.
• Support special projects and process improvement initiatives that improve office efficiency, service delivery, and internal coordination.
• Update operational procedures, training materials, and internal reference guides.
• Collaborate with ISO Systems, advising teams, and Global Engagement staff to ensure administrative processes are clear and consistently followed.

Meeting, Event & Leadership Support

• Manage all-staff meetings, internal retreats, trainings, and other office-wide events, ensuring high-quality execution.
• Oversee administrative support for selected leadership calendars, travel logistics, or special meetings as assigned.

Immigration/Document Support

• Oversee the collection, organization, and assembly of official USCIS approval notices and petitions for H-1B beneficiaries and coordinate their delivery to H-1B beneficiaries and hiring departments.

Other job duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree and 1 year of experience in a business operation or administrative role required
• Higher education, international education, global engagement, or a related setting preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• 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, organizational skills and administrative skills required
• Excellent written and verbal communication skills required
• Ability to maintain confidentiality

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.