University of Rochester

University of Rochester logo

Job Information

University of Rochester Administrative Asst - 231622 in Rochester, New York

Administrative Asst Job ID 231622

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

Full Time 40 hours Grade 051 Medical Director's Office


8 AM-4:30 PM



The Administrative Assistant is the principal administrative agent for the Quality Institute and works with minimum direction and considerable latitude for independent judgement to provide administrative, financial and project management support. The Administrative Assistant (AA) is responsible for maximizing the effectiveness of the Quality Institute with respect to work flow, communications, staffing, scheduling, resource management, events, and interactions with key internal and external constituencies, including the URMC Senior Leadership, the Medical Faculty Group, Clinical Chairs and service lines, and various advisory committees and bodies on a timely basis.

Primary Responsibilities:

Logistics and Calendar Management (20%)

Provides advanced administrative support to the Senior Director and assigned Directors including, but not limited to:

  • Manages calendars. Anticipates needs and determines schedules for planning/preparation time needed prior to meetings and deadlines.

  • Researches, prepares and organizes background information for business meetings.

  • Plans and makes administrative arrangements for leadership meetings, travel, luncheons/dinners, seminars, and educational retreats, both locally and nationally. Independently oversees all arrangements for business meetings including securing onsite / offsite location; presentation materials; IT requirements; catering; reservations etc.

  • Screens, prioritizes, and responds to communications (email, phone, mail, etc.). Ensures Senior Director and assigned Directors are appropriately briefed with all necessary information.

  • Anticipates the needs from and obtains background material for decisions and conferences. Compiles, edits, and determines accuracy material for reports, correspondence, presentations, and publications.

  • Communicates and schedules internal discussions with URMC Executive leadership, chairs, and administrators.

Office Management (20%)

  • Responsible for managing the operations of the Quality Institute’s office, which include coordinating strategic and program development work across URMC.

  • Ensures compliance with University policies, procedures, and other regulations as applicable.

  • Manages all daily operations of Quality Institute’s office including mail, purchasing supplies, expense reports, requests for payments, cataloguing files and documents. Answers phone line; resolves and responds to all customer requests in a timely, efficient manner.

  • Maintains websites for marketing, resources and general information.

  • Drafts meeting minutes and assists with presentation development using Microsoft Office.

  • Manages HR needs of the Quality Institute including, but not limited to: partnering with assigned HR Business Partner on the hiring process (application review, pay rate recommendations, etc.); job description development; training; and personnel issues and action management.

  • Manages all travel arrangements, event planning, and catering.

  • Maintains a clean, professional office environment conducive to hosting internal and external leadership.

Financial Administration (20%)

  • Reconciles ledgers, submits journal entries and provides monthly financial reporting to Senior Director on YTD expenses and makes recommendations to remain within the approved budgets.

  • Prepares all invoices, transfers, and other administrative tasks using Workday and other financial management systems as required.

  • Collaborates with purchasing to establish vendor contracts as needed.

  • Reconciles Quality Institute’s priority area ledgers (including: Pursuing Excellence and Patient Flow), submits journal entries, provides quarterly financial reporting.

Project Management (15%)

  • Formulates, prepares and executes simple, long-term project plans for Quality Institute priority projects (e.g. development of Gant charts and timelines with activities). These projects may be used by multiple constituencies outside the Quality Institute (e.g. URMFG, clinical service lines). Monitors progress of project activities to timeframes, ensuring all critical implementation criteria are met and provides status reports to Quality Institute Senior Director and all assigned Directors.

  • Assists with simple data analysis for priority projects performance and data entry, as needed.

Communication (15%)

Represents the Senior Director and assigned Directors in frequent interactions with executive contacts at Medical Center, University, hospital, and outside agencies and groups.

  • Relays (and frequently anticipates) the Senior Director’s and assigned Directors’ instructions, preferences and concerns, and obtains reports or recommendations.

  • Communicates/interacts daily with the Senior Leadership Team of the University of Rochester Medical Center. Establishes and/or executes professional and appropriate office demeanor and atmosphere, reflective of the Senior Director, assigned Directors and the Quality Institute. Prepares and signs routine correspondence.

Educational Program Planning (10%)

  • Plans and executes educational sessions collaborating with University stakeholders (faculty, senior leadership and planning committee members) and external stakeholders (vendors, consultants and meeting facility managers).

  • Negotiates contracts for program location and additional vendor service based on knowledge of internal/external venues and contract language.

  • Supervises production and assembly of conference program and syllabus materials by coordinating with various suppliers and available support staff.

  • Develops and administers educational evaluations tools. Examines and summarizes results to assess the extent to which activity objectives were met.

Minimum requirements:

College graduation or an equivalent combination of experience and training required. 1 year of relevant administrative experience required; 3-5 years of relevant administrative experience preferred. Ability to work with IBM compatible computer/printer hardware and software, i.e., Microsoft Office, PowerPoint, Excel spread sheets, Outlook calendar and email; proficiency with Zoom or other virtual meeting platform; good interpersonal skills; the ability to organize work area and handle frequent interruptions.

Preferred Qualifications:

  • Bachelor’s degree and 5 years’ experience supporting a senior manager or executive.

  • Advanced proficiency with full Microsoft Office package, Box and Sharepoint.

  • Able to multitask and manage shifting priorities.

  • Comfortable interacting with and representing executive leaders.

  • Ability to work with confidential information and preserve confidentiality.

  • Discretion and sensitivity to information being communicated through the department.

  • Resourcefulness – ability to independently resolve complex issues with minimal or no direction.

  • Initiative, self-confidence, & flexibility.

  • Ability to work in a team environment.

  • Customer service focus - personal accountability to the customer, as well as to colleagues.

  • Superior organizational skills

  • Excellent oral and written communication skills

    NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled