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University of Rochester Administrative Asst - 222921 in Rochester, New York

Administrative Asst

Job ID



Strong Memorial Hospital

Full/Part Time


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Full Time 40 hours Grade 051 Psychiatry SMH Crisis


9:00 AM - 5:30 PM


Position Summary:

Under general direction and with latitude for independent judgment the Administrative Assistant for Psychiatry's Comprehensive Psychiatric Emergency Program (CPEP) serves as assistant to the Director and Administrator II for Support Services. The Administrative Assistant will provide direct management and supervision of the Outpatient Access Specialist (OAS) with the following responsibilities.



  • Appropriately delegates tasks and enables others to act independently within the organizational structure.

  • Appropriately challenges work flows for process improvement and lean initiatives.

  • Communicates team accomplishments and shares the knowledge what was learned with all OAS's.

  • Fosters effective collaboration between the members of the healthcare team to provide efficient and appropriate delivery of care and communication.

Staff Recruitment and Performance Reviews

  • Reviews resumes and conducts systematic interviews to fill open positions.

  • Creates and maintains spreadsheets for staff compliance with University and Departmental requirements.

  • Maintain personnel logs and departmental files used for performance reviews and corrective discipline.

  • Counsels staff and initiates disciplinary actions.

  • Monitors evaluation timelines and provides ongoing performance reviews for the individuals in the workgroup.

  • Interpret and communicate Department and University policies in the management of the workgroup.


  • Establish daily/weekly staffing assignments with timely communication of the assignments to the staff and clinic leadership.

  • Approves vacation and time off requests for the members' workgroup insuring that there will be sufficient coverage to maintain the operations of the workgroup.

  • Enter time into HRMS for the workgroup member and track unplanned absences.

  • Proactively evaluate the staffing model on a daily/weekly basis, communicates the surpluses/deficits to the Administrator for Clinical Support Services.

Other Duties

  • In conjunction with the Adult Division Administrator II and service leadership works to control costs and manage budgets.

  • Report Monthly out of county transfers to CCSI, and quarterly stats to the Office of Mental Health

  • Performs Secretarial duties including but not limited to; the sorting and routing of mail, triage of calls and visits, maintaining files and ordering/maintaining office supplies. Typing routine and non-routine correspondence

  • Manage the Medical Directors Calendar

  • Schedule/Organize Meetings, Events and On-Call Schedules

  • Complete all necessary financial forms as needed


High School education and 5-years of secretarial experience or AAS degree in Secretarial Science and 3-years of secretarial experience. Strong knowledge and skill in the use of Microsoft Office is required (Word, Excel, PowerPoint, Access). Excellent organization, communication, and attention to detail required. Demonstrates ability to function independently with minimal direction, and effectively within a diverse workplace.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled