Administrative Assistant for Programming

Rochester, NY


With general/minimum direction and latitude for initiative and judgment, performs routine and non-routine duties requiring advanced clerical skills, event coordination/planning, scheduling, and data entry for the Office of Equity and Inclusion Programming team.



  • Manages correspondence with collaborating parties to ensure that all questions are answered, and information is disseminated in a timely manner.

  • Represents OEI team on Zoom calls, in-person events, and written communication, including email.

  • Communicates professionally with Departmental and Executive Leadership.


  • Schedules project team, committee, and introductory meetings as assigned.

  • Schedules and provides information regarding team members’ visits to various campus areas.

  • Uses MS Office, spreadsheet, and cloud-based project management platforms as needed to keep records up to date and support official communication efforts.

  • Manages the OEI Programming team email inbox.

  • Compiles, collates, and organizes documentation for submission to oversight authorities.

  • Completes grammatical review of grants prior to submission.


  • Uses cloud-based software to contribute to project files, and to ensure that all documentation is accurate and up to date.

  • Runs reports and queries as needed.

  • Sends and tracks participation in surveys to inform programming.

  • Uses survey platforms such as REDCap and Qualtrix to create and share survey instruments, under the direction of the Director of Programming and Grant Management.

  • Ensures that program participants’ data is up-to-date and accurate in relevant systems, as directed by the Director of Programming and Grant Management and the Director of Clinical Pathway Programs.


  • Working in collaboration with OEI Administrator for Event Planning, provides administrative support for events.

  • Works to ensure that OEI team members have appropriate and accessible venues, technological support, and other such needs met to run successful programs.

Other duties as assigned



  • Associate’s Degree

  • 3+ years of relevant experience

  • Or equivalent combination of education and experience

  • Advanced skills in Outlook, Word, Excel, and PowerPoint.

  • Excellent customer service skills.

  • Strong organizational skills and attention to detail.

  • Ability to work both independently as well as part of a team.

  • Strong oral and written communication skills; strong interpersonal skills.

  • Ability to multitask and prioritize assignments appropriately.

  • Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters.


  • Bachelor’s degree

  • Experience supporting successful diversity initiatives and educational programming.

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: $20.38 - $28.56 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 Office for Equity & Inclusion
Schedule: 8:30 AM-5 PM; SOME WKNDS