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Job Information

University of Rochester Secretary IV - 237019 in Rochester, New York

Secretary IV Job ID 237019

Location Central Administration Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Talent Acquisition




Position Summary

The Office of Executive and Senior Faculty Recruitment is the first point of contact for our Executive Level and Senior Faculty candidates to the University of Rochester Medical Center (URMC) and the School of Medicine and Dentistry (SMD). The primary responsibility for this position is to assist in the coordination of activities associated with the recruitment of Executive and Senior Faculty internal and external candidates. Our focus is to strengthen the URMC and SMD brand with every conversation, email, and interaction with our potential employees.

Specific Job Responsibilities

30% Supports multiple recruitment activities. Completes work in an adaptable nature and manage changing responsibilities and priorities. Assists in the coordination of consistent and complex candidate and spouse/significant interview itineraries while maintaining confidentiality.

25% Manages arrangements for travel, lodging, meals, transportation, city tours, meeting with realtors, and schools. Creates seminar notices, reserves conference rooms, and escorts candidates to their appointments.

25% Prepares non-salary expenditures requests including requests for payment, requisitions, travel expense reports and online orders, maintaining supporting documentation. Ensures documents are completed with the correct FAO and spend category code in accordance with University policy. Obtains appropriate signature approvals and route to appropriate department for processing. Works with Purchasing Department, Accounts Payable, Computer Store, or other areas as appropriate. Creates and monitors purchase orders, blanket orders and service agreements. Ensures that purchase orders are paid appropriately. Maintains spreadsheet(s) to determine if extensions or amendments are required. Monitors end dates and contract terms.

15% Maintains the office’s database. Ensures assigned files (accounts and others) are up-to-date with all pertinent supporting documentation. Archives files and maintains a system for the destruction of files when appropriate.

5% Delivers and sorts mail. Maintains electronic and paper files, and ordering and managing office supplies. Perform other related duties as required; must be able to work overtime as needed.

Functional Job Responsibilities

  • Exhibit confidentiality, honesty, and actions that build trust and collegial relationships.

  • Listen to others and effectively communicate in a clear and concise manner through written and verbal communication.

  • Demonstrate respect and commitment to the values of diversity and equity; seek out and incorporate diverse perspectives into decision-making.

  • Conserve resources and use in an efficient and cost effective manner across all URMC missions.

  • Look for ways to improve and promote quality within area of influence.

  • Resourceful in deviating from the routine; adapt behaviors, priorities and work methods to meet needs of others.

  • Seek out mentorship and learning opportunities.

    Qualifications :

  • 2 years of post-high school education: secretarial or word processing 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.

  • Strong communication skills, including written communication.

  • Strong interpersonal skills working with students, staff, and faculty.

  • Proficiency with Word, Excel, and PowerPoint; FileMaker Pro, virtual collaboration tools (e.g Zoom), and Blackboard experience a plus.

  • Ability to quickly learn new systems and programs.

  • Ability to work both independently and within a collaborative team.

  • Accuracy and attention to detail as well as the ability to maintain confidentiality is essential.

    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