Administrative Assistant for Fire Safety and Business Continuity/Emergency Preparedness

Rochester, NY


Administrative Assistant provides support to the Fire Safety and Business Continuity/Emergency Preparedness Units of EH&S ; provides backup support to remainder of the department as needed.

This position necessitates independent judgment, excellent problem-solving skills, strong customer relation skills, and an ability to communicate effectively and comfortably with all levels and departments of the University from the most senior level to include students, faculty, and staff. This person must have the ability to adjust to changing priorities as well as to work independently and multi-task, while maintaining attention to required deadlines. Attention to details is essential.


  • The Administrative Assistant compiles information and assists in the collection and analysis of information and statistics needed for various reports such as the Princeton Report, CSHEMA survey, Clery Act Report and Kerry Rose Report per NYS law, while checking the accuracy of the material in the reports.

  • This position is responsible for editing and publishing various bulletins, emergency response manuals and flipcharts. Monitors Fire Safety policies and ensures timely reviews and edits are completed. Provides information and updates to departmental web master for Fire Safety and Emergency Preparedness web pages and directory information.

  • Responsible for developing and maintaining a database of University fire extinguishers for easy tracking and access as well as work assigned to various vendors related to fire safety inspections and testing including work assigned, deadlines, review of incoming invoices and payments to vendors

  • Responsible for annual review/updates of Fire Safety and Emergency Preparedness MyPath trainings, as well as developing new training presentations, as needed.

  • Responsible for entry of HERDS/NIMS information for mid-year and year-end surveys. Also responsible for year-to-year comparison for NIMS compliance.

  • This person is responsible for maintenance of fire safety equipment, ensuring timely calibration of fire safety equipment and ordering supplies specific for these units.

  • This person assists with public relations campaign for the department for greater University awareness. Brochures/pamphlets/fairs will help with greater exposure to the University community.

  • The Administrative Assistant serves as recording secretary at Emergency Preparedness meetings, prepares and types minutes. This person will also assist in arranging various other unit related meetings, prepares and distributes agenda, reserves meeting rooms, arranging travel and other accommodations as needed.

  • Assists with general phone duties for department as a whole as needed. Monitors all departmental policies to ensure reviews are completed at minimum every three years and updated as necessary.

Other duties as assigned


Excellent computer skills with Word, Excel and PowerPoint required. Accuracy, attention to detail, and a professional telephone manner are required.

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: $18.27 - $33.65 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: Central Administration
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 Environmental Health & Safety
Schedule: 8 AM-5 PM