University of Rochester

University of Rochester logo

Job Information

University of Rochester Administrative Asst - 236720 in Rochester, New York

Administrative Asst Job ID 236720

Location Medical Faculty Group Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Orthopaedics Admin Support


7:00 AM - 5:00 PM


General Responsibilities:

Serves as assistant to the Assistant Director of Ambulatory Nursing by, providing office supervision, coordinating support services, and oversees related administrative services for the Orthopaedics Department. With general guidance as to priorities, manages the time and calendar of the Assistant Director of Ambulatory Nursing, choosing or recommending among competing demands on time, referring matters to be handled by others, and controlling meeting access. Anticipates needs and obtains background material for decisions and meetings. Under general direction and with latitude for independent judgment the Admin Assistant position is responsible for OutTimes Calendar management, staff scheduling/timekeeper duties, employee files/forms management, and other duties as assigned for all Orthopaedic clinical locations. Consistently demonstrates I CARE values while assisting with the coordination of staffing, patient flow, and operational activities. Utilizes Lean performance improvement concepts and critical thinking skills to improve/coordinate operations. Compiles, edits, checks for accuracy materials for reports, correspondence, and publications. Prepares and composes routine correspondence on policy or other substantive matters.


OutTimes Management (20%)

  • Review and analyze the OutTimes Calendar/Matrix to assist with developing weekly and long-range staffing plans.

  • Develop staffing plans that incorporate the skill sets required to support the clinic and individual providers.

  • Review provider’ requests for adding/modifying clinic schedules for appropriate staffing levels and facilitate subsequent staff schedule changes as needed.

Staff Schedule/Timekeeper (30%)

Serve as the primary timekeeper for the nursing/ambulatory tech staff utilizing HRMS, Staff Schedule, and Exception Log in accordance with University policy.

  • Produce, modify, and communicate the staff schedule under the direction of the Nurse Managers.

  • Manage the time-off requests, provide approval, and request decision-making assistance from the Nurse Managers when needed.

  • Use statistics and quantitative reports to assist with staffing assignments.

Staff Schedule Platform Super-user (20%)

  • Develop and maintain functional super-user level knowledge of the staff scheduling platform.

  • Provide staff education and best-practice training for viewing the schedule, submitting requests, and entering exceptions.

Administrative Duties as Assigned (20%)

  • Assist the Assistant Director of Ambulatory Nursing and Nurse Leaders with leadership/management projects as assigned and determine improvement needs.

  • Facilitate cross-functional teams and the development of staff members.

Lean Management Responsibilities (10%)

  • Develop and maintain Lean Practitioner knowledge base, serving as an expert for lean management and promotion of Lean principles.

  • Facilitate Lean projects, acts as team leader, and coach staff on resolution techniques.

  • Identify areas for Lean projects through QA analysis and survey data. Recommends projects, solutions, and policy changes to increase patient/employee satisfaction and efficient workflows.

Professional Competencies Leadership

  • Understands and models organizational I CARE values

  • Assists with the coordination of workgroups by fostering teamwork and cooperation

  • Takes accountability and provides support to others in fulfilling their work duties

  • Encourages open expression of ideas and opinions by showing genuine interest in the feelings and concerns of others

  • Conveys the Department’s vision and provides a sense of purpose for staff

  • Facilitates cross-functional teams

Quality Processes

  • Proactively seeks feedback from others to improve work processes and levels of service

  • Appropriately challenges the status quo; consistently seeks the generation of new ideas

  • Identifies, clarifies, and researches problems to find the best solution


  • College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

    The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled