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University of Rochester Administrative Asst - 224877 in Rochester, New York

Administrative Asst

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 051 Medicine - Administration


8 AM-4:30 PM; some weekends


General Responsibilities:

This position serves as the principal executive assistant to the Chair of the Department of Medicine. It 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 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, Division Chiefs and co-workers in resourcefully accomplishing objectives and goals. The Administrative Assistant must maintain a standard of absolute confidentiality of all Departmental matters.

Specific Responsibilities:

  • Manages time and calendar of the Chair, choosing and/or recommending among competing demands on time, referring matters to be handled by others and controlling access to Chair.

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

  • Reconcile conflicts between onsite meetings and out-of-town obligations.

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

  • Liaison for all national activities of the Chair.

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

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

  • Plans meetings and conferences (both national and international) to support Chair’s professional activities. Anticipate the need for, and obtain, background material for decisions and conferences.

  • Coordinate all administrative and logistical arrangements for department meetings, retreats, special meetings and events. Prepare program literature, brochures and other materials based on the event.

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

  • Develop and publish meeting agendas and proactively prepare and compile background information needed; arranges follow-up meetings, correspondence and activities.

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

  • Prepare 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 all files for Chair.

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


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.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled