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University of Rochester Administrative Asst - 224899 in Rochester, New York

Administrative Asst

Job ID



Medical Faculty Group

Full/Part Time


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Full Time 40 hours Grade 051 Radiology Admin Support



This position provides direct administrative support to the Department of Imaging Sciences Chair's Office. The Chair's Office is the focal point of the department and must handle responsibilities across the divisions and the University. This position is responsible for departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University. This position is responsible for representing the Department of Imaging Sciences Chair's Office with internal and external customers. This position is responsible for daily management of the Chair's administrative, research and clinical schedules as well as coordinating the chair's travel arrangements, managing internal meetings (bi-weekly Division Head and monthly faculty meetings), and coordinating the annual department retreat and conferences as needed. The individual must be able to prioritize multiple activities, exercise excellent judgment, display professional attitude and appearance, act independently and require only limited supervision. Must be sensitive to issues and display a high level of professionalism and confidentiality.


65% Administrative Support

  • Works closely with the Chair of the Department on maintaining the Chair's schedule and calendar.

  • Manages Chair's time and coordinates meetings with internal and external customers and representatives.

  • Responsible for preparation of meetings, gathers pertinent information including background material and arranges agenda.

  • Generates correspondence for the Chair's Office and coordinates all administrative services on behalf of the Chair.

  • Coordinates and plans monthly faculty meetings. Maintains all meeting minutes and agendas.

  • Coordinates annual department retreat and other meetings, and ensures that all aspects are well run and professionally developed.

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

  • Prepares requests for payments, travel and conference reimbursements, and other requests as needed. In addition, performs daily administrative duties such as filing, ordering office supplies, composing emails and memos.

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

  • Represents the Chair in contacts with University leadership, public relations, patients, and faculty relaying the Chair's instructions, preferences and concerns, and obtaining reports or recommendations for him.

  • Assure that University leadership and others concerned are informed of their decisions.

  • Compile, edit and check for accuracy material for reports, correspondence and presentations.

  • Coordinates annual faculty reviews, including preparation of all required documents, compilation of review packets, organizing meetings with the Chair and all follow up correspondence/activities

    25% Academic Support

  • Assists the Chair with preparation and coordination of manuscripts, abstracts and grant proposals

  • Support editorial activities of the Chair, including editing of manuscripts for style and grammar

  • Collect, research, and maintain information for use in preparing academic and research reports and presentations.

  • Ensure that the Chair is aware of impending deadlines and the status of their respective projects/tasks.

  • Compose and draft documents and correspondence for presentations, grants, conferences, seminars, and reports; perform substantial research editing and fact checking. Create, maintain, modify, and/or ensure accuracy of content in various department documents and reports.

10% Department Support

  • Participates on Department of Imaging Sciences/URMC committees involving Department/URMC wide administrative initiatives.

  • Establishes and maintains strong liaison relationships with key individuals and/or functions both within the Department and across the Medical Center.


College graduation (Bachelor’s degree in business/operations administration highly preferred) and 1 year of relevant administrative experience, preferably in an academic medical center. Excellent interpersonal, organizational, analytical, and management skills a must. Working knowledge of word processing, spreadsheet and presentation programs required.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled