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University of Rochester Secretary III - 218906 in Rochester, New York

Secretary III Job ID 218906

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

Full Time 40 hours Grade 007 Med M&D-Infect Dis STD Clinic


8 AM-4:30 PM


Position Summary:

To provide clerical support for faculty and staff at CCP, including logistics coordination, data entry, management of CCP participant database, and site coordination. See below for specifics.


General Clerical Support

Provides clerical support to faculty and staff in the following ways: provides word processing, formatting/editing of documents, faxing, copying, zipping files, and accessing articles via internet; provides training in the use of these functions to staff as necessary. Provides daily monitoring and distribution of CCP e-mail and fax inbox contents, courier, USPS, FedEx and UPS mail. Take meeting minutes during staff meetings. Assists with projects as needed, including, but not limited to, grant preparation, grant proposals, budgets, and materials for site visits. Manages office petty cash account. Responsible for updating the training events spreadsheet, as needed. Answer center phone lines.

Lead Clerical Support


Monitor assigned courses in CCP and NYS Dept of Health AIDS Institute website and assure that lead trainer is aware of number of participants registered throughout the registration period; approves/rejects or waitlists training registrants for various CCP courses and assists individuals with registration questions/issues. Performs confirmation calls and sends emails to approved training participants as per CCP procedure.

Provide ongoing communication with lead trainer and appropriate others on any issues that arise e.g. participant special needs. Responsible for formatting and printing of all course materials (as identified by Master Checklist.) Assists in preparation for training delivery – including, but not limited to, printing sign-in sheet(s), prepare student folders, update lobby whiteboard, and all other pre-course paperwork. Track shipped manuals & materials to assure their delivery by host agency prior to training day (for out-of-town trainings.)

During course:

Brews coffee and puts breakfast out for training participants for on-site training days, cleans up breakfast items from participant snack room and sets out afternoon snack, cleaning up area and re-stocking at end of training day. Handles requests of training participants during course delivery for on-site trainings, including continuing education credit requests.

Post course:

Completes post-course paperwork per CCP procedures. Responsible for updating course and participant statuses in CCP website upon course completion. Follow funder protocols regarding post course data entry requirements.

Training Logistics

Maintain current course curricula by incorporating revisions (including formatting), and ensure appropriate number of training materials is ordered and received in a timely manner. Coordinate requirements of training participants prior to, during and after course delivery. Arranges for pre-shipping of training materials. Approves/Rejects/Waitlists course registrants and sends appropriate documentation of such (i.e. confirmation letter) to same.


Prepares request for payment and purchase orders requisitions, as needed. Monitors purchase orders and initiates renewal to ensure no lapse in services. Reviews staff travel and conference reports for accuracy prior to Finance Manager and Associate Director review and sign off. Provides data entry for finance manager as requested.


Make travel arrangements for all CCP staff, including flight/rail/car rental, hotel, etc., ensuring best prices.

Course Evaluation

Data enters course evaluation information for CCP courses, ensuring their accuracy and maintaining electronic filing of them by quarter/by grant.

Staff Time Monitoring/Approving

Ensures internal time book and staff In/Out board is accurate at all times, in order to ensure double check system is in place for approval of staff time entry in HRMS.


Maintains an adequate inventory of the following: CCP training manuals, marketing, office, training and refreshment supplies, ordering and re-stocking as needed. Maintains the CCP equipment Inventory log, including tagging new equipment.

IS Related

Maintains and expands knowledge of CCP website and e-learning platforms (Zoom, WebEx) and assists CCP staff with the use of same. Act as ‘host’ for onsite webinars and acts as resource person to trainer during delivery of such. Updates policy and procedures as necessary.


Participates in Training Team meetings. Provides clerical support for meetings or CCP staff and guests, as well as training staff retreat days. Act as “scribe” for training team meetings and others as needed.

Site Coordination

Back-up contact person for various issues @ CCP including maintenance, rodent control, water issues, etc. that require attention and action of property manager (City of Rochester/UR Real Estate).


Produces marketing materials including course flyers, and posting announcements on CCP website.

Computer Software Programs

Maintains knowledge of and utilizes computer software programs including Microsoft Office Suite - Word, PowerPoint, Excel, Publisher, Outlook; Adobe PageMaker, and Survey Monkey.


Education: 2 years of post high school education: secretarial or word processing studies, or the equivalent.Experience: At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants.Technical: Advanced secretarial or word processing skills. The ability to take dictation at 100 words per minute and to transcribe at 55 words per minute. The ability to operate standard office machines and word processing equipment.OR a combination of formal training and experience equivalent to the above

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled