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University of Rochester Secretary IV - 235092 in Rochester, New York

Secretary IV Job ID 235092

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Psychiatry SMH Administration


8 AM-4:30 PM


Position Summary:

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for Department of Psychiatry Adult division inpatient areas. Is responsible for considerable program administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within Psychiatry, or in other demonstrated and related equivalent situations. In department business matters has frequent contacts with clinical staff, faculty members, students and leadership. Is responsible for assignment and the review of the day-to-day clerical operations.

Age Range Served:

  • Adult

  • Geriatric

Essential Tasks

Administrative/Secretarial Responsibilities 90%

  • Assist in Master Scheduling for providers, clinicians, & administrators

  • Assist Leadership in preparing for various meetings and projects

  • Anticipates the need from and obtains background materials and ensures equipment availability for meetings, including but not limited to; organization of previous meeting minutes, creation of spreadsheets and other various documents.

  • Prepare and print any documents needed for meetings such as an attendance sign-in sheet and attend regular staff meetings to record minutes and distribute minutes to staff by method requested by meeting coordinator, i.e. Share Point posting or OneNote.

  • Manages scheduling of all group/conference rooms, including the coordination of conference call lines.

  • Assist in coordinating special events as needed

  • Distribute staff absences though email

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

  • Typing of routine and non-routine correspondence

  • Back- up for OAS

  • Order items as needed from Dupli, Staples, WB Mason, etc.

  • Work with contracted vendors to obtain quotes for equipment, supplies, and capital purchases requested by division leadership

  • Create PO’s and pay invoices through the purchasing process

  • Update staff phone directory

  • Point person for staff to order office supplies, business cards, cleaning supplies, etc.

  • Place ISD and IT service calls as needed.

  • Place service calls for shred bins as needed (Backup role)

  • Coordination of pest control issues

  • Liaison with Xerox to help troubleshoot copier malfunctions and communicate respective vendors

  • Point person for Facilities/environmental needs

  • Special projects from Adult Inpatient leadership as required

  • Facilitate New Hire equipment, orientation, and check list for the division

  • Manage division specific coverage calendars as required

Miscellaneous Duties 10%

  • Respond to routine requests for information

  • Develop new forms, as necessary for division.

  • Assist leadership with preparations for regulatory site-visits.

Subscribes to the Department’s goal of creating a culturally competent environment by treating patients/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 trainings.


2 years of post-high school education in secretarial studies or the equivalent. 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. Advanced secretarial skills. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers, etc. 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