Academic Secretary, Neuromuscular Division

Rochester, NY



With minimal direction and considerable latitude for independent judgement, performs duties requiring advanced secretarial skills and proficiency for faculty and center directors. Has frequent contacts with faculty, staff, and contacts both within and outside of the medical center.


  • Provides academic administrative assistance to faculty, Unit Chief, and center directors to include, but not limited to: preparation for projects, presentations, detailed briefing materials before meetings, and edits slides for internal and external presentations. Prepares professional presentation materials to include PowerPoint and graphic representations (data charts, graphs, etc.).

  • Assembles information and materials, provides support, and assists with the preparation of budget requests. Tracks event expenses and adheres to event budget. Submits Request for Payment for vendors, processes faculty/staff reimbursements and expense reports for travel, conferences, and events. Orders supplies for division using workday, 312 reqs, or department p-card.

  • Transcribes and uploads NMD Pathology reports to designated portal. Requires extensive attention to detail and some independent judgement, and good word processing skills.

  • Calendar Management and coordination of activities. Provides updates to include, but not limited to, scheduling meetings, reporting cancellations, deadline notification, and background on meeting participants.

  • Compiles technical and other information for publications, reports, or correspondence. Drafts and edits emails, written documents, correspondence, and spreadsheets. Compiles and analyzes data, solicits, and researches information from a variety of sources both within and outside of the medical center, and prepares reports as requested.

  • Responsible for working with research coordinators and Guest Services to secure hotel accommodations for research patients. Performs secretarial duties including sorting and routing faculty mail and managing files.

Other duties as assigned


  • 2 years of post-high school education in secretarial studies or the equivalent.

  • At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Or the equivalent experience working in secretarial position/office setting.

  • Excellent interpersonal, organizational, time management, and communication skills, including written communication, and strong attention to detail.

  • Proficiency in Microsoft Office software (e.g. Word, Excel PowerPoint) and adept at learning and using institutional software systems and tools (e.g. virtual Zoom meetings).

  • Ability to support multiple people, multitask, and prioritize changing business needs.

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: $ 17.64 - $ 24.71 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.

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 Neurology - NMD M & D
Schedule: 8 AM-4:30 PM