Administrative Asst

Rochester, NY


General Purpose:

With direction and some latitude for independent judgment, provides administrative support to Psychiatry’s Comprehensive Psychiatric Emergency Program (CPEP), and CPEP Medical and Program directors. Manages specialized support functions; Performs routine and non-routine duties, requiring advanced project coordination and secretarial skills. Is responsible for considerable program administrative details and duties requiring extensive knowledge of policies, procedures and practices of the University, and Psychiatry. In department business matters has frequent contacts with clinical staff, faculty members, students and leadership. Is responsible for the accuracy and completion of the day-to-day operations. Subscribes to the Department’s goal of creating a culturally competent environment by treating patients, patient’s families, trainees, research subjects and co-workers in a sensitive and caring manner with appropriate attention to cultural differences.


Administrative/Secretarial Duties

  • With general guidance as to priorities manages the day to day operations of CPEP.

  • Assists with the time and calendar management of the Medical Director and Program director of CPEP.

  • Assists in preparation for various meeting, presentations, events, and projects.

  • Arranges and maintains coordination and scheduling of clinical rotations by multiple disciplines including Medical Students and residents.

  • Creates routine and non-routine correspondence

  • Serves as liaison for Directors with internal and external constituencies including outside agency stakeholders

  • Serves as a resource for on a daily basis to problem solve for the immediate needs of CPEP teams.

Clinical Assistance

  • Assists with resident and medical student rotations within CPEP, communications, evaluations, data collection, and creating binders.

  • Supervises and manages CPEP OAS team, including hiring, onboarding, schedules, and annual reviews.

  • Oversees the PSYCKES program with the clinical teams, ensures consent forms are signed, sends audits to Division Administrator and Practice Manager.

  • Coordinates on-call weekend schedules with Consult Liaison team

  • Maintains personnel schedules in When-to-Work, faculty productivity reports, and department files.

Operations Support

  • Troubleshoots and facilitates service requests for Facilities, Environmental Health & Safety, Iron Mountain, ISD, Xerox etc.

  • Manages logistics for office moves and onboarding of new staff.

  • Manages office equipment including copiers, telephones, and computers.

  • Sorting and routing of mail to/from CPEP department

  • Orders supplies, tracks inventory being mindful of budgetary restrictions.

  • Manages special projects for CPEP as appropriate.

Division Support

  • Organizes CPEP Leadership and staff team meetings, creating agenda, taking and disseminating of minutes and tracking follow up

  • Communicates to division personnel necessary information that may come from division leadership.

  • Collaborates with the Division Administrator on a regular basis to communicate needs and problem solve needs.

  • Cross coverage with Mobile Crisis/Crisis Call Line AA where needed.

  • Assists with onboarding of new faculty and staff including scheduling introduction meetings, ordering office furniture as necessary, ordering computer hardware and software, ordering supplies, ordering telephone, updating staff phone lists.

Other duties as requested


  • College graduation or an equivalent combination of experience and training required.

  • 1 year of related administrative experience required.


  • Excellent written and verbal communication skills

  • Proficient in Microsoft Office Programs

  • Ability to think strategically and operationally at the same time.

  • Ability to think critically and systemically.

  • Ability to establish and maintain cooperative working relationships with individuals at all levels of the organization.

  • Ability to promote and advance diversity, equity, and inclusion.

  • Ability to work independently and meet deadlines.

  • Experience with electronic medical records

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

Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051
Schedule: 7:30 AM-4 PM

Current Search Criteria