Exec Support Admin I, S3

University of Rochester • City of Rochester, NY

1d • Onsite

About The Position

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. Under general guidance and with significant latitude for independent judgment, initiative and discretion, provides comprehensive executive-level administrative and operational support to the Chief Clinical Officer (CCO). This position works closely with and acts as a liaison to other administrative staff within the University, medical center, and health system affiliates. This role requires confidentiality, professionalism, exceptional attention to detail, and the ability to navigate the unique demands of academic medicine and patient care operations.

Requirements

• Bachelor’s degree required
• 3 years of relevant experience required or equivalent combination of education and experience required.
• Excellent interpersonal and communication skills required
• Ability to interact with a broad range of internal and external constituencies, including senior executives required
• Exceptional organizational and time management skills with a keen attention to detail required
• Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters required
• Ability to quickly and thoughtfully build and maintain relationships required
• Ability to work both collaboratively and independently and meet deadlines required
• Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment required
• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required.

Nice To Haves

• Experience in an executive-level or healthcare administrative office setting preferred

Responsibilities

• Executive Administration: Manages the calendar for the CCO. Using independent judgement, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations and ensures all stakeholders have an appropriate meeting agenda. Anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, reviews and disseminates relevant materials, including prior to meetings. Develops, reviews, and disseminates presentation materials for use during meetings. Conducts fact-finding and composes responses to non-routine inquiries. Manages, tracks, triages and/or directly respond to the daily flow of incoming and outgoing requests and correspondence. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests. Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries. Assists with proofing and finalizing presentations, letters and committee minutes.
• Communication: Corresponds on behalf of the office with Medical Center leaders, as required, and external organizations by relaying and anticipating instructions, preferences, and concerns. Ensures that officials and others are informed of decisions either directly or through coordination with others. Represents the Chief Clinical Officer in communications with medical staff, department chairs, nursing leadership, and external healthcare partners. Relays priorities, initiatives, and directives while anticipating the CCO's clinical judgment and in alignment with institutional goals. Ensures staff and clinical departments are informed of policy changes, regulatory updates, and clinical practice modifications. May support coordination of communications regarding clinical outcomes, patient safety events, and quality improvement initiatives with appropriate clinical stakeholders. Supports administrative operations for clinical excellence initiatives and medical staff activities.
• Project and Program Management: With direction, updates action plan documents as needed. Works in conjunction with the Chief of Staff to support the CCO in monitoring action plans of key projects of the CCO to ensure milestones and deadlines are on track to be met. Informs the CCO and project stakeholders of action plan changes and updates. Facilitates action items including scheduling follow up meetings as needed to keep projects organized and on track to completion. Assists with special projects that support the office as needed and assigned. Examples include writing and maintaining office procedures, archiving materials, creating and collating surveys, etc.
• Event Planning and Travel Management: Serves as primary coordinator for multiple events including meetings, conferences, and symposia. Participates in planning meetings and coordinates the arrangements and preparation of programs and event materials with internal and external stakeholders. Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on the CCO’s calendar.
• Office Management: Manages and maintains all confidential administrative records, files, and reports. Ensures office compliance with standard policy and procedures. Responsible for space, supplies and inventory. Maintains equipment listing, recommends replacement as required.
• Financial Administration: Responsible for reviewing monthly expenses and variances for the office budget. Makes recommendations to remain within the approved budgets, as appropriate. Processes a variety of financial transactions, including invoices and reimbursements. Produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies. Partners with the Chief of Staff to the URMC CEO and the Executive Assistant to the CEO as needed.
• Other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level