Administrative Asst

Rochester, NY


With direction and some latitude for independent judgment, provides administrative assistance to Addiction Psychiatry Division Senior Leadership. Serves as principal assistant to Sr. Director and Sr. Medical Director of Addiction Services; as well as some administrative support for Strong Recovery Program Directors and Managers. Manages specialized support functions; Performs routine and non-routine duties, requiring advanced secretarial skills.

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. Participates in available cultural competence events and training.


Personal Assistant :

  • With general guidance as to priorities, manages the time and calendar of Addiction Psychiatry directors listed in above summary, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access to the directors.

  • Assists Leadership in preparing for various meetings and projects.

  • Arrange and maintain travel itineraries, conference/travel requests, vouchers, and expense reports, payment requests.

  • Coordinates annual conference and other special events as needed.

  • Creates advertising materials to promote the Addiction Psychiatry’s services, Education Series and other educational and trainings activities.

  • Chairs special project Committees and activities as assigned.

  • Relays the Directors’ instructions, preferences and concerns, and obtaining reports or recommendations. Assures that Program, Department and/or Hospital officials and others concerned are informed of decisions.

  • Anticipates the needs from and obtains background material for decisions and conferences. Compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches. Prepares and signs routine correspondence; composes correspondence on policy or other substantive matters.

Administrative Aid:

  • Assist in management of Addiction Psychiatry’s contracts. Specific duties include:

  • Prepare monthly timesheets for invoicing of Contracts.

  • Track all contract related documents from negotiation to execution.

  • Manages routine space planning/improvements and special projects related to space.

  • Assist with the development and administration of Patient Satisfaction Surveys and other patient related surveys for the Addiction Psychiatry; compiles survey results into agregate data on spreadsheets reports.

  • Edits and publishes training notices, announcements of symposia and minutes of administrative meetings.

  • Arranges access to all needed software systems for new staff/faculty and troubleshoots system access issues for all staff/faculty as needed

  • Responsible for maintenance and filing of all non-faculty and non-nursing staff’s personnel files (except for Nursing and Faculty files)

  • Coordinate onboarding of new staff/faculty and assists with orientation, etc.

  • May plan and direct the work of volunteers. And other duties as assigned by the Sr. Director.


  • Coordinates the clerical and other support services of the Director’s office.

  • Performs duties including but not limited to; triage of calls and visits, maintaining files and ordering/maintaining of office supplies, arranging travel and other accommodations.

  • Typing of routine and non-routine correspondence.

Customer Satisfaction

  • Assures I CARE values are demonstrated by all staff at all times. Acts as an excellent representative of the unit at departmental, service and institutional meetings. Serves as point person for the management of patient complaints regarding front end operations and in this role, serves as a front-line problem solver. Answers correspondence and other inquiries involving the interpretation of University as well as departmental policy, regulations, procedures, etc.; guides subordinates on replies to routine correspondence.

  • Acts as a liaison with physicians, staff and with other community health, social and government agencies. Develops and plans coordination of training programs/conferences for staff. Plans and establishes meetings, conference symposia etc., and coordinates the arrangements and preparation of program literature, brochures and other materials.

Other duties as assigned


  • College graduate or an equivalent combination of education and experience required.

  • Bachelor’s level degree preferred

  • 1 year of relevant administrative experience required.

  • Strong knowledge and skill in the use of computer-based systems required


  • Excellent organization, communication skills and attention to details. Demonstrates ability to function independently and effectively, with minimal direction within a diverse workplace. Experience in University/ Hospital settings helpful.

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: 8 AM-4:30 PM

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