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University of Rochester Administrative Asst - 233354 in Rochester, New York

Administrative Asst Job ID 233354

Location 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 Institut

Schedule

8 AM-4:30 PM

Responsibilities

POSITION SUMMARY:

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.

GENERAL DUTIES:

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.

REGULAR DUTIES:

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

  • Course evaluations

  • Practicum evaluations

  • Supervisor feedback

  • Student Achievement

  • Clinical hours logs

  • Caseload diversity tracking

  • Portfolio rubrics

  • 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

REQUIREMENTS:

  • 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

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