Executive Support Asst IV, Chair

University of Rochester • City of Rochester, NY

8d • $24 - $33 • 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.

This role serves as the principal assistant to all 20+ faculty, the Chair, and the senior administrative team, managing the general office and related administrative services of a dynamic and highly functioning academic medicine team. The position interfaces with colleagues at every level of the organization to accomplish mission-critical work.

Requirements

• Associate's degree and 3 years related work experience including at least 1 year in an executive administrative capacity in an academic office or project management, or the equivalent experience in business required.
• Excellent interpersonal, organizational, and communication skills both verbal and written required.
• Strong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times required.
• Proficiency in Outlook required.

Nice To Haves

• Bachelor's degree preferred.
• Knowledge of Microsoft Office Suite preferred.
• Knowledge of UR-specific systems like Faculty Roster, UR Space, and Workday preferred.

Responsibilities

• Provide administrative support to all Dermatology faculty, administrator, and department leadership for all University related activities.
• Create and process all new hire paperwork, assist in setting up meetings, preparing travel arrangements, processing expense reports, secretarial support and any other related duties.
• Serve as the primary PCard holder for the entire department and make associated purchases, by request, from all areas of the department.
• Review and update CVs in eCV, maintain Department website for accuracy, coordinate onboarding of new faculty, co-author department newsletter for resident program alumni, and help create policies and procedures relevant to key job functions.
• Independently gather all necessary documentation to open up new faculty positions and prepare promotions and/or re-appointment packages for faculty.
• Work closely with Faculty Affairs, SMD Finance, and Medical Staff Office (MSO) to ensure packages contain all necessary paperwork and are completed by deadlines.
• Serve as the primary point of contact for privileging and payer credentialing with MSO.
• Work with department leadership to ensure the process of hiring, promotion, etc., is timely and error-free.
• Maintain the Chair’s daily calendar, ensuring accuracy.
• Work with the Chair on coordinating travel, ensuring accuracy.
• Assist other faculty members in making travel arrangements.
• Prepare travel and conference reports for the Chair.
• Support the Chair in the annual faculty evaluation process including scheduling faculty appointments with the chair, distributing forms and ensuring timely completion by faculty and any other related duties.
• Coordinate meetings among multiple department representatives for various topics.
• Arrange and schedule meetings for monthly clinical faculty meetings, monthly research faculty meetings, quarterly combined faculty meetings, quarterly executive leadership dinner meetings, etc., data sharing and other educational events that are not resident related.
• Send out polls and reminders to faculty and prepare agendas with assistance from the Chair and administrator, take and share detailed meeting minutes.
• Work with the Residency Coordinator in relationship to visiting professor visits.
• Plan and arrange all department-specific events including holiday party and summer picnic (with nearly 100 attendees each).
• Maintain department equipment and space up to date with minimal guidance.
• Tag equipment as required and enter into equipment inventory.
• Certify department equipment inventory and space as required by the University.
• Coordinate the opening of new positions across every aspect of the department.
• Manage multi-step and complex interview process for faculty candidates as well as Nurse Practitioner candidates (includes arranging travel, hotel, dinners with multiple attendees, etc).
• Approve time in myURHR (UKG) for staff and serve as back-up approver for others.
• Ensure that the administrative office (and research faculty offices) has necessary office supplies and functioning office equipment.
• Work with faculty and staff for any special items needed.
• Coordinate service calls with IT, ISD, Facilities, Environmental Service, etc.
• Complete any other related tasks as assigned or as found to be necessary within the scope of the role.
• Utilize independent judgment and self-guided action.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree