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University of Rochester Administrative Asst - 230368 in Rochester, New York

Administrative Asst Job ID 230368

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Psychiatry SMH Ambulatory Svcs


8 AM-4:30 PM



With direction and some latitude for independent judgment, provides administrative assistance to General Ambulatory Senior Leadership. Serves as principal assistant to General Ambulatory Director and General Ambulatory Clinical Coordinator as well as some administrative support for other therapist, nurses, psychiatrist, and NP’s. Manages specialized support functions; Performs routine and non-routine duties, requiring advanced secretarial skills. Is responsible for considerable program administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within Psychiatry, or in other demonstrated and related equivalent situations. In department business matters has frequent contacts with clinical staff, faculty members, students and leadership. Is responsible for assignment and the review of the day-to-day operations.

Subscribes to the Department’s goal of creating a culturally competent environment by treating patients, patient’s families, trainees, research subjects and co-workers in a sensitive and caring manner with appropriate attention to cultural differences.

Supervision and Direction Received:

Reports directly to the Director of General Ambulatory

Essential Tasks:

  • Administrative/Secretarial Responsibilities (45%)

  • With general guidance as to priorities, manages the time and calendar of General Ambulatory Director and Clinical Coordinator, choosing or recommending among competing demands on time and demonstration the ability to prioritize.

  • Assists Leadership in preparing for various meetings and projects.

  • Arrange and maintain travel itineraries, conference/travel requests, vouchers, and expense reports, payment requests.

  • Coordinates annual conference and other special events as needed

  • Coordinates the clerical and other support services of the Director and Clinical Coordinator.

  • Performs duties including but not limited to; triage of calls and visits, maintaining files and ordering/maintaining of office supplies, arranging travel and other accommodations.

  • Typing of routine and non-routine correspondence.

  • Clinic Support (40%)

  • Coordinate onboarding of new staff/faculty and assists with orientation, etc.

  • Facilitate New Hire equipment, orientation, and check list for General Ambulatory.

  • Arranges access to all needed software systems for new staff/faculty and troubleshoots system access issues for all staff/faculty as needed.

  • Help to organize the orientation every year for all new staff and maintain and update the orientation note book every year for all incoming new staff, including, residents, psychology interns and Family therapist – General Ambulatory Quick Reference notebook.

  • Assist with new staff with ordering pager, nameplate, business cards, set up telephone voicemail, access to psych shared drive, add to psych all distribution list, phone list staff finder and e-mail list.

  • Facilitate Equipment and Supplies

  • Work with contracted vendors to obtain quotes for equipment, supplies and capital purchases requested by leadership.

  • Maintains supply inventories by placing orders timely and accurately from approved vendor lists.

  • Facilitate Service requests

  • Request interpreters for all of the staff in General Ambulatory and for the DWC staff for meetings

  • Request swipe access for all doors at the hospital and off site location

  • Place service calls for shred bins as needed.

  • Coordination of pest control issues.

  • Liaison with Xerox to help trouble shoot copier malfunctions and communicate respective vendors.

  • Point person for Facilities / Environmental needs.

  • Coordinate Health update, flu shot clinic, fire drill plan, and maintain Emergency Response Folder.

  • Manages logistics for office moves and manages office equipment including copiers, telephones, computers.

  • Maintain High Risk Patient list and Maintenance Track patient list.

  • Print and distribute 30 – day list every week for all of the staff in General Ambulatory, Lazos and DWC.

  • Print and distribute Units of Service list every month for all of the staff in General Ambulatory, Lazos and DWC.

  • Plan and direct the work of volunteers or students. And other duties as assigned by the Director and Clinical Coordinator.

  • Maintain Master Transition Schedule and add it to the s-drive for clinicians.

  • Assist leadership with preparations for regulatory site-visits.

  • Special projects from General Ambulatory leadership as required.

  • Communication (15%)

  • Handles time sensitive confidential information, direct communication with the Director and Clinical Coordinator.

  • Relays the Director’s or Clinical Coordinator’s instructions, preferences and concerns, and obtaining reports or recommendations. Assures that Program, Department and / or Hospital officials and others concerned are informed of decisions.

  • Plans and establishes meetings, conference symposia etc., and coordinates the arrangements and preparation of program literature, brochures and other materials.


College graduate or an equivalent combination of education and experience. 1 year of relevant administrative experience.

Strong knowledge and skill in the use of computer based systems required. Excellent organization, communication skills and attention to detail required. Demonstrates ability to function independently and effectively, with minimal direction within a diverse workplace. Experience in University Hospital settings helpful.