University of Rochester Administrative Asst - 233354 in Rochester, New York
Administrative Asst Job ID 233354Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening
Full Time 35 hours Grade 051 Psychiatry M&D Family InstitutSchedule
8 AM-4:30 PMResponsibilities
With minimum direction and considerable latitude for independent judgment, works with faculty and administrative staff in an academic setting to support activities and events related to the graduate and post-graduate level programs of the Marriage and Family Therapy Training Program. Works closely with program leadership and faculty, and reports directly to the Institute for the Family Administrator. This position necessitates good judgment, being a team player, strong customer relation skills, and excellent organization skills. The Administrative Assistant must be able to deal with considerable complexity, a large volume of work, and be able to adjust to changing priorities and challenges.
Position entails being the coordinator for the Training Program Office and liaison to Graduate Education and Postdoctoral Affairs (GEPA). The Administrative Assistant serves as a first contact for the Family Therapy Training Program answering and directing all general incoming phone and email inquiries, as well as current graduate student queries, to appropriate personnel and services as needed. Works with program leadership and administrator in creating, reviewing, and carrying out calendar of milestone activities and events for the Family Therapy programs.
At all times exhibits the Strong Commitment:
Integrity: I will conduct myself in a fair and trustworthy manner.
Compassion: I will act with empathy and understanding towards others.
Accountability: I have an obligation to take responsibility for my actions and to join with my colleagues in realizing the hospital's vision.
Respect: I will treat patients, families and colleagues with dignity and sensitivity, valuing their differences
Excellence: I will rise above the ordinary through my personal efforts and those of my team.
Subscribe to the Department's goal of creating a culturally competent environment by treating patients/families, trainees, research subjects and co-workings in a sensitive and caring manner with appropriate attention to cultural differences. Participate in departmental/university cultural competence and trainings.
Family Therapy Programs’ Recruitment
Review applications in Slate for program suitability and review applicant files with the Director. Send weekly or more frequent updates to the Director during the recruitment period.
Extend invitations to appropriate applicants for Interview Days and handle all logistics for their visit. For those unable to attend, arrange for virtual interviews.
Prepare a concise grid of the applicants' brief bios (name, home state, GPA, GREs, short summary of personal statement); prepare interview schedule; arrange lunch with invitations to current students who would like to answer questions posed by applicants.
Masters in Marriage and Family Therapy Student Education
Oversee student registration within UR Student system
Manage working reports and class schedules
Support faculty in updating/reviewing courses
Coordinate logistics for MS/MFT Orientation session
Schedule rooms per faculty teaching schedule in preparation for Fall, Spring, and Summer semesters
Distribute and collect course evaluations
Manage Post Degree registration process in UR Student
Process requests for training program in UR Procurement (invoices, requisitions)
Order supplies for clinical area (faculty and students)
Maintain student files and coordinate with GEPA for any ongoing requirements or changes to those requirements
At the time of student exits, ensure that all of students’ required documents are in their file. Prepare Programs of Study, obtain signatures, and deliver to GEPA.
Handle all forms and correspondence related to licensing, ensuring all forms are filled out correctly with notarized signature of supervisor. FedEx to proper state agency with copy to licensee.
Maintain Excel lists of alumni, applicants, etc.
Family Therapy Programs’ Clinical Training
Distribute and collect site agreements, supervision feedback forms, and clinical practicum evaluations, as well as track collection process, for timely entry of relevant data.
Run monthly and quarterly reports of students' clinical hours needed for graduation through Time2Track system.
Program Evaluation and COAMFTE Accreditation
Manage annual calendar for program activities, including data collection and reporting.
Prepare Annual Report, due January 31 of each year.
Manage correspondence related to annual reports.
Take the lead on the preparation of the Self-Study required by the COAMFTE every six years.
Annual Retreat “State-of-the-Program” Preparation
Complete aggregated data collection according to the annual calendar:
Current student and alumni, faculty, employer surveys
Clinical hours logs
Caseload diversity tracking
Exit interview comments
List of MP titles
Semester learning goals: developmental themes by cohort Alternative hour’s experiences
Resource needs: physical, instructional, clinical, and technological
Family Therapy Events
Plans FT events by handling all related logistics: coordinate purchase (if applicable) of invitations, as well as sending them out (via snail mail or email); coordinate caterer, logistics of entertainment and gifts, etc. Regular events for FT are:
Training Program’s Annual Retreat
Annual MS/MFT Graduation Dinner
Annual MFTI (Medical Family Therapy Intensive)
Bi-annual Assessment Days
Student Semester Meetings
Informational Open Houses
Orientation and Program Exits
When required, uses Survey Monkey to collect evaluation information and presents reports to interested parties
Bachelors degree or an equivalent combination of education, experience, and training.
At least one year of relevant administrative experience.
Critical Knowledge, Skills and Abilities:
Proficient in MS Word, MS PowerPoint, MS Outlook, MS Excel, and Windows 7
Proficient in navigating through internet and, in general, a technophile that can easily learn to use new technological platforms as the program needs dictate.
Knowledge of MS SharePoint desirable
Knowledge and proficiency of Kentico (U of R website program) is desirable
Knowledge of UR Student
Knowledge of Procure to Pay
Working Relationships with individuals Outside of Office Setting:
Individual required to be:
Responsible, self-directed, and customer service-oriented, with strong organizational skills and great capability to triage operations-related situations.
Capable of drafting communications that are grammatically correct, properly proofread, and effective, as well as professional and welcoming in tone.
High degree of interpersonal communication skills; capable of maintaining a professional, welcoming approach, geared to building positive, productive work relationships.
Able to interact with administrative assistants, managers, high-level officers, and University senior administrators respectfully and productively.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled