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Administrative Assistant IV
Administrative Assistant IVUniversity of Rochester • Rochester, NY, US
Administrative Assistant IV

Administrative Assistant IV

University of Rochester • Rochester, NY, US
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  • [job_card.full_time]
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Administrative Assistant

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share : equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location : 601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening : Regular

Time Type : Full time

Scheduled Weekly Hours : 40

Department : 500240 Lab Admin-Clin Labs SMH

Work Shift : UR - Day (United States of America)

Range : UR URG 106 H

Compensation Range : $21.36 - $29.90

Responsibilities

General Purpose : The Administrative Assistant (AA) performs routine and non-routine duties requiring high level administrative skills and proficiency for the Vice Chair of Clinical Operations and other assigned faculty in the department of Pathology and Laboratory Medicine. Responsibilities include numerous departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University.

Supervision and Direction Received

  • The Administrative Assistant (AA) reports to the Supervisor for Clinical Faculty Support and takes direction from the Vice Chair for Clinical Operations and other assigned faculty in the Department of Pathology and Lab Medicine.

Supervision and Direction Exercised

  • Latitude for independent judgment.
  • Seeks direction as needed.

    • Systems and Equipment Used

  • Proficient with the following list, including but not limited to : SharePoint, Microsoft Office programs, office equipment, facsimile machines, copiers, computer technology, telecommunications, paging systems, etc.

    • Job Responsibilities

    1) Office Management and Administration (50%) :

  • a) Represents assigned faculty including the Vice Chair for Clinical Laboratory Operations, in communication with faculty, senior members of department, University and affiliate organizations, alumni, and trustees along with external members of the community, relaying (and frequently anticipating) the faculty's instructions, preferences and concerns, and generating reports and / or making recommendations.
  • b) Makes arrangements for meetings and special events. Proactively assists with planning and scheduling; prepares materials; determines and provides agendas, sends reminders, works with internal and external venues to negotiate services and AV needs; creates and reviews feedback surveys or solicits meeting feedback.
  • c) Exercises independent judgment in communicating with internal and external stakeholders to ensure timely responses to inquiries and consistent flow of pertinent information on behalf of assigned faculty.
  • d) Creates, develops and reviews presentations, reports, correspondences, publications and speeches using presentation platforms such as PowerPoint and Adobe.
  • e) Oversees use of department's facilities, maintenance and equipment, preservation of order, and compliance with safety and other University and department regulations.
  • f) Works in collaboration with department marketing manager to write and update content for website and social media sites.

    • 2) Clerical Duties (40%)

  • Update curriculum vitae, eCV, and online professional profiles
  • Performs library and computer searches
  • Edit and proofread scientific papers and course materials, updates curriculum vitae and online professional profiles Provides general support with publication efforts Provides calendar management and email support for the Chair and the Chair and Vice Chair demonstrating ability to prioritize.
  • Takes and distributes meeting minutes.
  • Manages and prepares materials for intradepartmental conferences and tumor boards.

    • 3) Reimbursement, preapprovals and travel (10%)

  • Oversee travel planning for conference and meetings, both nationally and internationally, including meeting registration and management of hotel and transportation arrangements.
  • Processes preapproval forms for use of departmental or discretionary funds.
  • Processes advanced travel requests and submits expense reports and reimbursement forms.
  • Prepares detailed travel itineraries and responds to the evolving needs of conference / engagement attendees.

    • Functional Requirements

  • Excellent interpersonal and leadership skills in a team environment.
  • Strong verbal and written communication skills.
  • Exceptional multitasking and organizational abilities.
  • Able to complete tasks efficiently and accurately with minimal supervision.
  • Advanced skills with computer-based systems.
  • Exceptional problem-solving skills with the ability to adjust accordingly in dynamic situations.

    • General Requirements

  • Adheres to all departmental and organizational policies and procedures.
  • Committed to accomplishing goals in a team setting.
  • Exceptional customer service.

    • Knowledge and Experience

  • Associates degree and 2 years of relevant administrative experience required Bachelor's degree preferred.
  • Or equivalent combination of education and experience Ability to maintain confidentiality required.
  • Exceptional organizational, time management and administrative skills required Strong communication skills, both verbal and written required.
  • Strong technical skills, including a high level of proficiency in Microsoft Office required.

    • The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

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