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University of Rochester Secretary IV - 215839 in Rochester, New York

Secretary IV

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 009 Public Health Sciences


8 AM-4:30 PM


Position Summary:

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring advance secretarial skills and proficiency to support the education activities for the Graduate Programs (MPH, MS-CI, MS-EPI, MS-HSR, EPI PHD, HSR PHD, Preventive Medicine Residency and multiple certificates) in the Department of Public Health Sciences (PHS) within the School of Medicine and Dentistry. Expected to perform duties with independent problem solving skills by seeking out and referring to department and University policies and other resources.


Educational Program Support

  • Create and maintain annual reports, tracking of self-study documentation, etc. to assist Associate Chair, MPH Program Director, and Education Administrator to assure program compliance with accrediting body

  • Assist Education Administrator with graduate student application and admission review process using SOPHAS, Slate, ERAS, 3rd Friday, ACGME and AAMC

  • Responsible for maintaining PHS database of applicants and current students/residents for PHS Graduate Programs (MPH, MS-CI, MS-EPI, MS-HSR, EPI PHD, HSR PHD, Preventive Medicine Residency and multiple certificates).

  • Generate student data reports out of University student information system as

  • Attend and take minutes at monthly Education Steering Committee and Education Administration meetings

  • Update Graduate Student Handbook on an ongoing basis

  • Assist Education Administrator in reviewing and updating department recruitment materials for use at annual conferences

  • Assist Education Administrator with department graduation activities; create department Graduation Booklet of abstracts for each graduating student

  • Assist in compiling education materials for the departmental newsletter

  • Manage mandatory training through MyPath for postdoctoral fellows and student groups

  • Coordinate education course evaluation process to provide student feedback to instructors as well as to assist in annual program reviews

  • Manage administrative activities of Public Health Grand Rounds including arranging speaker travel, accommodations, rooms and catering, AV arrangement (closed captioning and recording), creation and distribution of promotional material, day of event hosting, logistics, coordination, post event assessment, evaluation, feedback compilation/analysis/distribution

Student Support

  • Coordinate Master’s Research Proposal Presentations, including scheduling rooms for rehearsal and proposal, publicizing to department, computer set-up prior to presentation

  • Coordinate PhD Dissertation Proposal and Defense Presentations, including scheduling rooms for rehearsal and proposal, publicizing to department, computer set-up prior to presentations

  • Assist in coordination of student orientation process

  • Maintain in-house compliance records for student HIPAA and CITI trainings

  • Process all travel reimbursements for student travel following departmental and University travel guidelines

Faculty Support

  • Administrative support for numerous graduate and undergraduate level courses taught by PHS and adjunct faculty

  • Maintain faculty Blackboard site for graduate courses, including updating materials throughout year

  • Provide classroom IT support as needed, including updating materials throughout year

Preventive Medicine Residency Support

  • Assist in coordination of residency orientation process

  • Maintain Med Hub program with resident practicums, time off, evaluation distribution, preceptors; keep up-to-date practicum supervisor, hours at each sites, etc.

  • Assist Education Administrator with tracking of residents’ progress

  • Coordinate and schedule applicant interviews; prepare itinerary for visits with pertinent faculty on the Residency Committee; greet and escort interviewees throughout interview day; prepare program information packet containing sample contract, stipend amounts, and other relevant information for each interviewee; schedule meeting and lunch with current residents, process lunch expense reimbursement

Alumni Relations

  • Maintain database of all former pre-doctoral, post-doctoral and Preventive Medicine Residents’ contact information, employment history, and publication history

  • Prepare reports from database for purpose of alumni tracking, publication tracking and diversity recruitment tracking for use by the Office of Graduate Education and Postdoctoral Affairs, the Provost's Office, as well as by departments throughout the University for the purpose of submitting Training Grant proposals and for Pub Med compliance.

  • Works with the Associate Chair in surveying program alumni for relevant skills, knowledge, and attitudes gained from the curriculum


Education: 2 years of post high school education in secretarial studies or the equivalent.

Experience: At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation.

Technical: Advanced secretarial skills. The ability to take dictation at 100 words per minute. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers.

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