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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 (Full Address):

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

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400140 Surgery Central Administration

Work Shift:

UR - Day (United States of America)

Range:

UR URC 208 H

Compensation Range:

$23.52 - $32.92

_The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations._

Responsibilities:

GENERAL PURPOSE:

The Executive Assistant to the Chair of Surgery provides high-level administrative and operational support to ensure the efficiency and effectiveness of the Chair’s office as well as Department-wide responsibilities that accompany the Chair’s office. This position serves as the primary point of contact for internal and external stakeholders, managing communication, scheduling, and special projects in a fast-paced academic medical environment. The Executive Assistant must exercise discretion, professionalism, and sound judgment in handling sensitive information and prioritizing tasks. This position requires high proficiency in communication skills, organization, and attention to detail.

This person is responsible for the coordination of numerous complex daily clinical, academic and administrative activities, as well as the coordination and organization of the Chair’s communications, meeting planning, and travel. Professional communications, workplace sensitivity, and workplace diplomacy are essential as well as excellent administrative, organizational, computer, and interpersonal skills. The Executive Assistant is expected to utilize a considerable amount of independent initiative and judgment, exercising a high level of administrative problem solving. They are also expected to maintain a positive service orientation while interacting with other departments, senior leadership, Division Chiefs and co-workers in effectively accomplishing objectives and goals. The Executive Assistant must maintain a standard of absolute confidentiality regarding all Departmental matters. The Executive Assistant and the chair will have frequent in-person and virtual meetings to coordinate and ensure efficiency and attention to detail in this position.

The Executive Assistant must partner with the Chair’s clinical practice office in ensuring that the Chair’s calendar successfully balances clinical practice activities with meetings and other academic responsibilities. This position will also interact regularly with Department Vice Chairs and Division Heads and their support staff by providing comprehensive staff assistance with day-to-day activities that involve the Chair or Chair-led initiatives.

ESSENTIAL FUNCTIONS

Chair/Department Administrative Support

+ Manages time and calendar of the Chair, choosing and/or recommending among competing demands on time, referring matters to be handled by others and managing access to Chair.

+ Represents the Chair in comunicating with Departmental, Medical Center and University representatives as well as external constituents, relaying and anticipating the Chair’s instructions, preferences, and concerns.

+ Reconciles conflicts among clinical practice responsibilities, local meetings and events, and out-of-town obligations.

+ Coordinates the Chair's schedule and itinerary making arrangements for international and domestic travel.

+ Routinely compiles and/or edits written materials on behalf of the Chair,including letters of recommendation, email correspondence, other written documents originating from the Chair’s office. Regularly utilizes multiple computer applications, including SharePoint, Word, Excel, PowerPoint, Visio, Endnote, etc.

+ Plans meetings and conferences (including local, national and international) to support Chair’s professional activities. Anticipates the need for, and obtains, background material for conferences. Develops and publishes meeting agendas and proactively prepares and compiles background information needed; arranges follow-up meetings, correspondence and activities.

+ As directed by the Chair, serves on Committees as Department representative on behalf of the office.

+ Performs daily administrative duties such as filing, and ordering office supplies. Maintains current knowledge of University processes and requirements in all such activities.

+ Updates Chair’s CME credits, CV, and tracks credentialing information. Maintains all files for Chair.

+ As directed by the Chair, serve on Committees as Department representative on behalf of the office.

Meeting/Event Planning/Management

+ Plans meetings and conferences (both national and international) to support Chair’s professional activities. Anticipates the need for, and obtains, organizes and compiles background material for decisions and conferences.

+ Coordinates and ensures successful outcomes for all administrative and logistical arrangements for department meetings, retreats, special meetings and social events. Prepare program literature, brochures and other materials based on the event.

+ Creates Department calendar enabling advance planning and calendar placement for all major meetings and events, anticipating items with long lead times and ensuring plans are established and communicated in advance as needed.

+ Develop and publish meeting agendas and proactively prepare and compile background information needed; arranges follow-up meetings, correspondence and activities.

Office Management

+ Oversees and manages the daily operations of the Chair’s office, establishing and maintaining a Departmental calendar, and ensuring resources are in place to carry out Chair’s office activities as planned.

+ Anticipates meeting and conference needs, and drafts agendas in advance. Receives and responds appropriately and effectively to a broad scope of requests, inquiries, etc. from Department, Medical Center, University and various external parties.

+ Develops plan for vacation/absence coverage as needed.

Budget/Expense Management

+ Prepare requests for payments, travel and conference reimbursements, and other requests as needed. In addition, performs daily administrative duties such as filing, and ordering office supplies.

+ Prepares requests for payments, travel and conference reimbursements, and other requests as needed

+ Prepares budget for all Chair’s office needs, and tracks ledgers to manage expenditures within budget.

+ Has P2P (purchasing) authority for all transactions

QUALIFICATIONS

+ 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.

+ Bachelor's degree preferred.

+ Or equivalent combination of education and experience preferred.

+ 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, navigating through Internet, knowledge of Microsoft Office Suite, Access, and HRMS preferred.

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 Classes). 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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If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.