University of Rochester

University of Rochester logo

Job Information

University of Rochester Administrative Asst - 233901 in Rochester, New York

Administrative Asst Job ID 233901

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Cancer Center M&D

Schedule

8 AM-5 PM

Responsibilities

Position Summary:

This person provides direct administrative support to several full time faculty members of the Hematology-Oncology Division, Department of Medicine. These faculty members have research and clinical roles. The employee must be able to work with limited supervision and exercise independent judgment, understand and communicate Unit Departmental policies and procedures, analyze situations, and make decisions to facilitate desired outcomes.

In addition, a primary and unique role is that this person supports the academic activities of the faculty by editing manuscripts, inserting references into manuscripts, uploading and tracking manuscripts in multiple on-line journals for submissions and as an assistant for editorial activities (organizing and tracking reviews), creating and maintaining PowerPoint presentations, tracking and linking publications to grant activities, organizing data for progress reports, preparing minutes for research meetings, organizing small and large research meetings through webinars and for face to face (including local and external researchers). This person serves as resource to other administrative assistants and faculty in the Hematology/Oncology Division who require assistance with research activities.

Responsibilities:

  • Manage faculty members’ time by controlling and prioritizing access to them, maintaining administrative calendars, resolving scheduling conflicts, coordinating, scheduling and gathering pertinent information for meetings, including background material for formulating agendas. Coordinate lecture schedules, make arrangements for travel, prepare lecture handouts and slide presentations. Maintain up to date files of curriculum vitaes, funding support and bio sketches. Maintain files of credentialing information, meetings and committees, and miscellaneous hospital and medical center information. Process requests for payment for journals, publications and dues, travel and conference reimbursement, and maintain expense account listings.

  • Prepare and process routine and non-routine correspondence, manuscripts, abstracts, and reports. Organize and attend departmental meetings to record, process and distribute minutes.

  • Supports the academic activities of the faculty by editing manuscripts, inserting references into manuscripts, uploading and tracking manuscripts in multiple on-line journals for submissions and as an assistant for editorial activities (organizing and tracking reviews), creating and maintaining PowerPoint presentations, tracking and linking publications to grant activities, organizing data for progress reports, preparing minutes for research meetings, organizing small and large research meetings through webinars and for face to face (including local and external researchers).

  • Receive process and respond to a high volume of telephone and electronic mail communications throughout each day from sources both inside and outside the institution.

  • Coordinates weekly clinical conference using the Patient Information system; send out reminders, collect information on cases, and prepare and distribute the formal conference lists. Prep conference room

Machines/Equipment Used

Computer, Printer, Copier, Fax

Requirements:

College graduation or an equivalent combination of experience and training and 1-3 years of relevant administrative experience.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

DirectEmployers