Administrator to the Chair, Dept of Imaging Sciences

Rochester, NY


With minimum direction and considerable latitude for independent judgment, the Administrative Assistant performs routine and non-routine duties requiring high level administrative skills and proficiency for the Office of the Chair in the Department of Imaging Sciences. Responsible for numerous departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University. Supports the Department Vice Chairs and Division Heads and their support staff by providing comprehensive staff assistance with day-to-day activities. Essential to the job are strong interpersonal and organizational skills, high emotional intelligence, ability to prioritize tasks appropriately, and the ability to write letters, newsletter articles and proposals independently.


  • Compiles documentation such as writing and drafting correspondence, memos, and proofreading under verbal instruction or independently. Responsible for decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports. Responsible for producing monthly department faculty meeting agenda, meeting slides/presentation, and minutes. Works with Department Director of Business Development to produce monthly department newsletter for faculty and staff. Creates and updates publication lists for Chair and faculty. Prepares presentations with consistent layout, edits and formatting. (30%)

  • Maintains communication with regional counterparts in arranging regional meetings and conferences. Represents the office of the Chair when speaking with regional counterparts and/or leadership. Represents and serves as spokesman for department or project head in communicating instructions and in interpreting administrative matters to students, clients, faculty, staff and the general public. Assists in the composing of correspondence, presentations and regional materials. (20%)

  • Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for the Chair, Department of Imaging Sciences. Plans and organizes administrative aspects such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements and document development. (20%)

  • Provides practical project management that includes organizing, scheduling and coordination of departmental events including visiting professorships, banquets, and alumni gatherings. Secures venues, coordinates invitations and printed materials, collects RSVPs, and communicates with vendors. (10%)

  • Assures fiscal responsibility of program and ensures program cost effectiveness for all events planned for meetings and agreed upon budgets. Assures that arrangements and purchases for the Chair's office are cost effective, meets all University standards, and are submitted for payment/reimbursement in a timely manner. (5%)

  • Answers, screens and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures. (5%)

  • Acts as department advancement liaison responsible for planning, implementing and managing a comprehensive advancement program for the Department of Imaging Sciences under the direction of the Chair and Program Administrator; responsible for engaging key donors, creating and maintaining relationships to the institution under the direction of both the Department and the Advancement office. Composes and drafts correspondence on behalf of the Chair; identifies departmental and institutional events that align with donor values/interests and completes projects as necessary. (5%)

  • Assists with other duties and projects as required. (5%)


  • Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

  • Excellent interpersonal, organizational, and communication skills both verbal and written.

  • Strong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times.

  • Must be proficient in Outlook, navigating through Internet, knowledge of Microsoft Office Suite, Access, and HRMS.

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

Pay Range

Pay Range: $ 18.27 - $ 33.65 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 Radiology Admin Support