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University of Rochester Administrative Asst - Student Services - 232548 in Rochester, New York

Administrative Asst - Student Services Job ID 232548

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

Full Time 40 hours Grade 051 Offices for Medical Education


8:00 AM - 4:30 PM; Occasionally WKNDS



With minimal direction from the Associate Dean for Student Affairs (ADSA) and the Director of Career Counseling and Wellness (DCCW), provides program and administrative support to the Office for Medical Student Education (OME). With considerable latitude for exercise of independent judgment, administers the needs of medical student affairs, career counseling and medical student wellness. This position is multi-project oriented, often with inflexible deadlines, and requires strong organizational skills and the ability to work under pressure on one or more projects simultaneously. Requiring a high degree of self-motivation and exceptional time management skills.


  • Provides administrative support to the ADSA and DCCW. Manages meeting requests, schedules travel, completes expense reimbursements, drafts correspondence, maintains electronic files and completes office tasks as needed.

  • With direction from the ADSA responsible for administering the URSMD medical student Orientation, identifies changes needed for the medical school orientation website, student announcements, onboarding requirements and coordinates medical student Orientation week.

  • Serves as central contact person for medical student compliance.

  • Responsible for managing, tracking and ensuring successful completion of yearly training requirements and mandatory inservice for all students enrolled in the MD program.

  • Provides support, coordination and tracking of medical student COVID vaccine verification.

  • Collaborates with University Health Services (UHS) to plan the annual SMD medical student Flu Vaccine clinic.

  • With oversite by the DCCW, assists with the coordination of wellness activities, student surveys, mailings, and expense reimbursements. Documents medical student attendance. Administers and tracks career counseling and wellness budgets.

  • With direction from the ADSA, updates the SMD MD website with support from Academic IT as needed. Reviews and posts digital media in designated areas designed to engage and update medical students.

  • With oversite by the ADSA, documents and administers approved accommodations and updates to the medical student handbook.

  • Administers payment of invoices through the University purchasing system.

  • Provides registrar with administrative OnBase data input support

  • Serves as primary back up to student services receptionist

Other duties as assigned


  • College graduation required

  • 1 year of relevant administrative experience required ;

  • Or equivalent combination of education and experience required .

  • A highly motivated self-starter; ability to multi-task, problem solve and prioritize immediate and long-term tasks and projects preferred.

  • Ability to work both autonomously as well as on a team to improve office functions and efficiency preferred.

  • Excellent computer skills including proficiency with Microsoft Office. Excellent interpersonal skills, oral and written communication skills, and customer service skills preferred.

  • Position requires use of the University and SMD medical school software; ability to learn new software quickly is necessary preferred.

  • Must be extremely detail-oriented and accurate.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled