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University of Rochester Administrative Assistant, Chair's Office - 232431 in Rochester, New York

Administrative Assistant, Chair's Office Job ID 232431

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Surgery Central Administration


General Responsibilities:

The Administrative Assistant (AA) serves as the principal executive assistant to the Chair of the Department of Surgery. The AA is responsible for the coordination of complex daily clinical, academic and administrative activities, as well as the coordination and organization of the Chair’s communications, meeting planning, and travel. Professional communications, workplace sensitivity, and workplace diplomacy are essential skills as well as excellent administrative, organizational, computer, and interpersonal skills. The incumbent is expected to utilize a considerable amount of independent initiative and judgment, exercising a high level of administrative problem solving. The Administrative Assistant maintains a positive service orientation while interacting with departments, senior leadership, external contacts and organizations, Division Chiefs and co-workers in accomplishing objectives and goals. The Administrative Assistant must maintain a standard of absolute confidentiality of all Departmental matters.

Specific Responsibilities:


  • Ensures efficient management of Chair’s daily schedule and overall calendar, choosing and/or prioritizing among competing demands on time, referring matters to be handled by others and managing access to the Chair.

  • Represents the Chair in contact with Departmental, Medical Center and University representatives relaying and anticipating the Chair’s instructions, preferences, and concerns.

  • Identifies and reconciles conflicts between Chair’s onsite meetings, out-of-town obligations and clinical schedule. Works in close collaboration with Chair’s clinical schedulers to ensure calendar is managed effectively and efficiently.

  • Coordinates the Chai r ' s schedule and itinerary making arrangements for international and domestic travel.


  • Serves as primary liaison for all national activities of the Chair.

  • Represents, and serves as spokesperson for the Chair, in communicating instructions and in interpreting administrative matters to Division Chiefs, faculty, staff, etc.

  • Triages requests for information to appropriate Vice Chairs, Associate Chairs, faculty, administrators and staff.


  • Plans meetings and conferences (including local, national and international) to support Chair’s professional activities. Anticipates the need for, and obtains, background material for conferences.

  • Coordinates all administrative and logistical arrangements for department meetings, retreats, special meetings and events. Collaborates with marketing/graphic design in preparing program literature, brochures and other materials based on the event.

  • Provides administrative support to the Chair using various platforms for correspondence, presentations, letters of recommendation and intramural correspondence. (SharePoint, Word, Excel, PowerPoint, Visio, Endnote, etc.).

  • Develops and publishes meeting agendas and proactively prepares and compiles background information needed; arranges follow-up meetings, correspondence and activities.


  • As directed by the Chair, serves on Committees as Department representative on behalf of the office.

  • Prepares requests for payments, travel and conference reimbursements, and other requests as needed. In addition, performs daily administrative duties such as filing, and ordering office supplies. Maintains current knowledge of University processes and requirements in all such activities.

  • Maintains all files for Chair.

  • Updates Chair’s CME credits, CV, and tracks credentialing information.

    Performs other duties as assigned.


College graduation or an equivalent combination of experience and training. One year of relevant administrative experience. Prefer Bachelor’s degree. Three to 5 years administrative experience preferred. Strong interpersonal and organizational skills are required, along with knowledge of multiple computer applications such as SharePoint, Box, Zoom, Word, Excel, PowerPoint, Visio, Endnote, etc.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled