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GENERAL PURPOSE:

The Administrative Assistant performs routine and non-routine duties requiring high level administrative skills and proficiency for the Office of the Chair and Vice Chair for Program Administration. Responsibilities include numerous departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University.

SUPERVISION AND DIRECTION RECEIVED:

The Administrative Assistant (AA) reports to the Supervisor for Clinical Faculty Support and takes direction from the Chair and Vice Chair for Program Administration for the Department of Pathology and Lab Medicine.

SUPERVISION AND DIRECTION EXERCISED:

Latitude for independent judgment. Seeks direction as needed.

SYSTEMS AND EQUIPMENT USED:

Proficient with the following list, including but not limited to: SharePoint, Microsoft Office programs, office

equipment, facsimile machines, copiers, computer technology, telecommunications, paging systems, etc.

JOB RESPONSIBILITIES:

Office Management and Administration (50% ) :

This position requires independent judgment and decision making as exemplified by the following.

1. Represents the Chari and Vice Chair in communication withfaculty, senior members of department, University and affiliate organizations, alumni, and trustees along with external members of the community, relaying (and frequently anticipating) the faculty'sinstructions, preferences and concerns, and generating reports and/or making recommendations.

2. Assists with faculty recruitment efforts. Arranges faculty interviews and creates itinerary for in-person and/or virtual interviews. Escorts candidates to meetings and events during in-person interviews.

3. Makes arrangements for meetings and special events. Proactively assists with planning andscheduling; prepares materials; determines and provides agendas, sendsreminders, works with internal and external venues to negotiate services and AV needs; createsand reviews feedback surveys or solicits meeting feedback.

4. Exercises independent judgment in communicating with internal and external stakeholders to ensuretimely responses to inquiries and consistent flow of pertinent information on behalf of the Chair and Vice Chair utilizing discretion and maintaining confidentiality.

5. Creates, develops and reviews presentations, reports, correspondences, publications and speeches usingpresentation platforms such as PowerPoint and Adobe.

6. Oversees use of department's facilities, maintenance and equipment andcompliance with safety and other University and department regulations.

7. Works in collaboration with department marketing manager to write and update content for websiteand social media sites.

Clerical Duties (40%)

1. Update curriculum vitae, eCV, and online professional profiles

2. Performs library and computer searches

3. Edit and proofread scientific papers and course materials, updates curriculum vitae and online professional profiles

4. Provides general support with publication efforts

5. Provides calendar management and email support for the Chair and the Chair and Vice Chair demonstrating ability to prioritize.

6. Takes and distributes meeting minutes.

Reimbursement, preapprovals and travel (10%)

1. Oversee travel planning for conference and meetings, both nationally and internationally, including meeting registration and management of hotel and transportation arrangements.

2. Processes preapproval forms for use of departmental or discretionary funds

3. Processes advanced travel requests and submits expense reports and reimbursement forms.

4. Prepares detailed travel itineraries and responds to the evolving needs of conference/engagementattendees.

FUNCTIONAL REOUIREMENTS:

1. Excellent interpersonal and leadership skills in a team environment.

2. Strong verbal and written communication skills.

3. Exceptional multitasking and organizational abilities. Able to complete tasks efficiently and accurately withminimal supervision.

4. Advanced skills with computer-based systems.

5. Exceptional problem-solving skills with the ability to adjust accordingly in dynamic situations.

GENERAL REQUIREMENTS:

1. Adheres to all departmental and organizational policies and procedures.

2. Utilizes discretion and maintains confidentiality of the office of the Chair.

3. Committed to accomplishing goals in a team setting.

4. Exceptional customer service.

OUALIFIC A TIONS:

A college degree or equivalent knowledge through work experience with 2 years' experience in an educational or administrative position; or an equivalent combination of education and experience.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

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.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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