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University of Rochester Administrative Assistant - Office of DICE/Psychiatry Technology Group - 233869 in Rochester, New York

Administrative Assistant - Office of DICE/Psychiatry Technology Group Job ID 233869

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

Full Time 40 hours Grade 051 Psychiatry M&D Administration

Schedule

8 AM-4:30 PM

Responsibilities

GENERAL PURPOSE:

Under general directions with latitude to exercise independent judgment within established policy: performs routine and non-routine duties requiring highly advanced administrative support skills and proficiency for the Office of Diversity, Inclusion, Culture, and Equity (DICE) and the Psychiatry Technology Group. Primarily days with occasional evening or weekend hours for special events.

Subscribes to the Department’s goal of creating a culturally competent environment by treating patients/families, trainees, research subjects, community partners, and co-workers in a sensitive and caring manner with appropriate attention to cultural differences. Participates in available cultural competence events and training.

SPECIFIC RESPONSIBILITIES:

This Administrative Assistant reports to the Director of the Office of DICE, to the Director of the Psychiatry Technology Group – and will be jointly supervised by relevant project leads, when appropriate.

SPECIFIC JOB DUTIES ARE AS FOLLOWS:

Support to the Office of Diversity, Inclusion, Culture, and Equity and all of its activities which includes Arts & Communications and Community Relations

  • Makes all administrative arrangements, including travel arrangements and scheduling for the team members.

  • Arranges on-going community meetings and training projects

  • Handles day-to-day organization and operations of the office (e.g., filing, prepare and track reimbursements, maintenance, anticipation of office needs, ordering supplies, creating and maintaining databases,

  • Makes all arrangements, including logistics for cultural competency trainings

  • Provides support for the Consumer and Community Advisory Boards

  • Directs, approves time and posts position for student interns.

  • Preparation of grant application forms as needed.

Conference, Training and Mental Health Literacy Clerical Support – Strategic Community, Consumer, and Multicultural Initiatives for Psychiatry

  • Supports faculty and staff in organizing events and major local and regional conferences that serve to educate consumer, public and professional audiences around topics and populations of strategic importance to Psychiatry and for prevention (i.e., prioritized by Psychiatry’s strategic plan, and determined by the OMHP leadership; three maximum per year).

  • Facilitates community- and consumer-related meeting and educational event planning to develop mental health literacy in the community. This includes materials prep, keeping lists of who is coming, announcing the meeting, putting together minutes, building a support library for these projects, etc.

  • Coordinates annual program events.

  • Facilitates hospital faculty and staff involvement in community-run events such as area health fairs, community educational offerings, etc.

  • Maintains the psychoeducational bulletin board in the main lobby.

QUALIFICATIONS:

Candidate should be a flexible team player, comfortable with shifting priorities, with good interpersonal skills and ability to work independently as well as collaboratively with a diverse group of co-workers. Must have excellent language and organizational skills along with the ability to learn new processes quickly. Must possess excellent computer skills with Microsoft Office (Word, Excel, PowerPoint, Publisher), Contribute software, and be willing and able to readily learn new software as needed. Two years of post-high school education and two years of secretarial experience or equivalent combination of education and experience required.

  • answer phones & emails for support and scheduling requests

  • very basic, 1st level tech support (e.g., smart room equipment help)

  • proofreading

  • photo shoot appointments

  • schedule & set up zoom webinars, registration and practice sessions

  • schedule video shoots & events

  • maintain and organize content for events, such as powerpoint, pictures, video, music

  • organize & maintain digital assets and library

  • locate assets we need for production and website

  • assist with quotes, proposals, purchasing, tracking POs, etc

  • create & send invitations and simple surveys

  • maintain publications list for Web

  • send/keep track of presenter paperwork for DICE GRs

  • pay vendors

  • obtain reimbursement for team members

  • order office supplies

  • job postings for student employees

  • send meeting reminders

  • keep meeting attendee lists up-to-date

  • meeting minutes

  • reserve rooms for meetings

  • order catering for meetings/events

  • finance forms

  • assist with onboarding new student/staff employees

  • explore venues for events

  • collate evaluations

  • coordinating student work schedules

  • approving student work hours

  • sending thank you emails for participants in events

  • track and update email list-servs for newsletters, events as needed

  • create excel spreadsheets as needed

  • tracking engagement with community partners

  • compile annual community benefit report

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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