University of Rochester

University of Rochester logo

Job Information

University of Rochester Chief of Staff - Senior Administrative Director - 232335 in Rochester, New York

Chief of Staff - Senior Administrative Director Job ID 232335

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

Full Time 40 hours Grade 057 URMFG Executive Office

Schedule

8 AM-5 PM

Responsibilities

Job Summary

With executive and policy guidance, the Chief of Staff and Senior Administrative Director, University of Rochester Medical Faculty Group (URMFG) Executive Office, supports the professional functions of the Chief Executive Officer of URMFG. Serving as the principal deputy for senior leadership in administrative and related matters, the Chief of Staff coordinates the activities within the Executive Office of the URMFG inclusive of the Chief Executive Officer and the URMFG leadership team (Chief Financial Officer, Chief Operating Officer and several Senior Directors).

The Chief of Staff will work closely with and align the work among URMFG’s leadership team with clinical faculty and departmental leadership to execute new initiatives, facilitate financial and business changes, and provide business related support to programs and senior management. In managing all responsibilities, this position will seek to continually improve the quality and customer responsiveness in every aspect of his/her responsibilities, and adhere to the highest levels of confidentiality in all matters.

Key Functions and Expected Performances

Under general direction of the CEO with latitude for independent judgment:

URMFG CEO Support (35%)

  • Coordinates CEO workflows across URMFG, School of Medicine and Dentistry (SMD), Strong Memorial Hospital (SMH), the regional network, the University and the community.

  • Coordinate the work of the CEO with the executive team to advance and facilitate workflows to achieve annual, quarterly, and monthly strategic priorities.

  • Serves as a liaison for the CEO including attending key internal and external meetings. Executes critical communications on behalf of the CEO as needed.

  • Brief CEO for important internal and external meetings and events, performing relevant research as needed.

  • Manage the Chief Executive’s schedule, screening requests and planning travel in coordination with the administrative support.

  • Plans, coordinates and manages meetings to ensure topics remain focused on strategic priorities, and that projects are completed on deadline.

  • Monitors relevant internal and external communications and events pertaining to URMFG.

  • Serve as a principal liaison to the Public Relations and Communications Team, Government Relations and to the Advancement Office.

  • Supports the CEO in all Health Equity and Community Relations activities.

  • Produce interval and annual reports and presentations on strategic and tactical progress of CEO.

  • Provide staff support for the recruitment, on-boarding, orientation and annual evaluation of Department Chairs.

  • Facilitate and coordinate team building and special events for URMFG in collaboration with relevant administrative and support teams.

    URMFG Executive Office Leadership (30%)

  • Coordinates and assures timely execution of action plans across mulitiple priorites identified by the Executive Leadership Team (CEO, CFO, COO) and the URMFG Operations Team so that objectives are met and reported in a timely fashion. Identifies and enables opportunities to improve efficiency and effectiveness of the broader URMFG leadership team.

  • Establishes policies and procedures to strengthen the operations of the URMFG administrative division. Provides guidance and direct supervision to URMFG administrative support team, managing all hires, performance evaluations, and other personnel actions.

  • Oversees financial and business operations for the URMFG Administrative function. Prepares operating and financial records, reviews personnel actions, invoices, requisitions and supply records.

  • Assists CEO, COO and CFO in faculty and professional staff recruiting. Develops job descriptions, and prepares documents for appointments, promotions, salary and related changes, coordinating with Human Resources and others.

  • Prepares responses for data, departmental policy, regulations, procedures and other information for internal audiences on behalf of the CEO, COO and CFO.

    URMFG Governance Coordination (25%)

  • Coordinates all activities of the URMFG Executive Committee, Finance Committee, Nominating Committee and Chairs Advisory Committee including meeting attendance, agenda preparation, minutes creation, and timely distribution of materials.

  • Assists committee directors in preparation of materials.

  • Develops and provides oversight for document sharing platforms including BOX and Sharepoint sites to host committees’ materials.

  • Provides occassional research and analysis support to committee chairs, providing concise and organized reports as needed.

  • Conduct research as required through situational analyses and gathering of background information. Prepares superior written analyses of outcomes.

    Other Duties as Assigned (10%)

  • Provides occasional tactical project management for the executive team.

  • Coordinate the development of timely and meaningful operational and financial reports for both administration and the programs across the system.

  • Develops and maintains productivity and monitoring systems.

    Key Competencies/Expectations/Desired Behaviors:

  • Mission driven commitment to the values of the University of Rochester

  • Able to handle confidential information with a high level of professionalism and discretion

  • Proactive, flexible and a strong problem solving and decision-making ability

  • Great interpersonal skills and the ability to interact, communicate with staff at all levels

  • High degree of emotional intelligence

  • Able to work in a team setting

  • Extremely organized and detail-oriented working in a complex environment

  • Able to manage multiple projects and priorities

  • Able to digest complex information

  • Excellent writing skills

  • Able to transition project plans to action

  • Strong business and political acumen

    Requirements:

    Master's degree in Business Administration or equivalent graduate training or experience in a specialty suited to the assignment; 8 years relevant work experience including substantial work at a managerial level, preferably in an educational institution; equivalent combination of education and experience.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

DirectEmployers