Administrative Operations Specialist, Total Rewards & HR Operations

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):

60 Corporate Woods, Brighton, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

100996 Total Rewards-Benefits

Work Shift:

UR - Day (United States of America)

Range:

UR URG 107 H

Compensation Range:

$23.06 - $32.29

Responsibilities:

GENERAL PURPOSE
Provides administrative and operational support to two senior HR leaders: the Senior Director of Total Rewards and the Senior Director of HR Operations & Compensation. Supports day-to-day operations across both functional areas, ensuring efficient departmental workflows, consistent administrative processes, and high-quality customer service. Coordinates financial, personnel, and office management activities and serves as a central resource for staff, leaders, and internal partners. Exercises independent judgment and discretion while managing complex administrative responsibilities.

ESSENTIAL FUNCTIONS

I. Administrative and Leadership Support

• 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.

II. Supervision and Customer Service

• 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.

III. Workforce Administration & HR Process Support

• 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.

IV. Financial and Administrative Operations

• 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.

V. Operational and Facilities Support

• 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.

VI. Document Management and Compliance

• 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.

VII. Other Duties as Assigned

• Supports special projects, process improvements, and operational initiatives assigned by the Senior Directors.
Represents the department on administrative workgroups or committees as directed.

MINIMUM EDUCATION & EXPERIENCE

• 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

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.