University of Rochester Administrative Asst in Rochester, New York


Full Time 40 hours Grade 051 Special Patient Services


8 AM-4:30 PM


General Purpose:

The University of Rochester Medical Center offers a world-class medical concierge program for its major philanthropic donors, identified prospective major donors, and top corporate executives. The program provides these individuals and their families with high-touch service under a ‘one call does all’ access program. The primary program objectives are:

  • To further strength existing relationships between the University and its major philanthropic donors and top corporate executives.
  • To establish and strengthen relationships with newly identified corporations and their top executives who can participate in the URMC Executive Health Program.

The Administrative Assistant will provide office supervision and coordinate support service, manage specialized support functions, the general office, and related administrative services for the Special Patient Services Program for Strong Memorial Hospital. The Administrative Assistant will assist the Executive Director of Executive Patient Services and the Assistant Directors with coordination of patient visits, providing amenities, and ensure that the donors/prospects have a positive experience.

The Administrative Assistant will build solid relationships among Medical Center staff, physicians, department heads, and clinical departments working closely with the Executive Director and Assistant Directors to support maximum efficiency and results for patients engaged in the program.


  • With general guidance as to priorities, mange the time and calendar of the Executive Director and Assistant Directors of URMC Executive Patient Services. Control competing demands on time, refer matters to be handled by others, and control access to the Executive Director and Assistant Directors. Act as liaison between the Medical Center senior leadership offices and Medical Center Departmental Divisions.
  • Represents the Executive Director in contacts with Medical Center leadership, chairs, faculty, trustees, donors, alumni and prospects, University leadership, the press, and corporate and government officials. Assist the Executive Director and Assistant Director manage executive patients, including the coordination of weekly luncheons and cultivation events. Proactively relay and frequently anticipate the needs of the Directors, and provide materials used for recommendations to leadership and staff.
  • Anticipate the need for appropriate background materials for the Executive Director for effective decision making and meeting preparation. Proactively prepare and compile background information needed in preparation for executives, meetings, events, and activities. Arrange follow-up meetings, correspondence, presentations, proposals, and publications. Prepare and compose correspondence for the Directors. Prepare contact reports into OASIS system. Edit and publish meeting minutes as deemed appropriate by the Executive Director. Follow all HIPAA regulations and ensure compliance throughout the implementation, evaluation, and continuance of the program.
  • Plan and make all administrative arrangement for Executive Director’s meetings and special events, including meeting facilities and equipment, travel, reservations, special event catering needs, AV requirements, and conference arrangements. Make arrangements and secure medical appointments for executive patients, visiting dignitaries, major philanthropic donors, and major gift prospects as directed by the Executive Director.
  • Maintain the appearance of the Special Patient Services Suite and order all supplies as necessary, and work with various internal and external vendors. Supervise/manage all volunteers.
  • Reconcile expenses on behalf of the office of Executive Patient Services. Process travel expense reports and requests for payments. Reconcile URMC monthly budget expenses and accounting ledgers.
  • Other duties as required by the Executive Director of UMRC Executive Patient Services.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Prefer five years of clerical experience and knowledge of patient satisfaction. Must have successful experience collaborating and building consensus among diverse constituencies. Excellent organizational and communication skills are required. Ability to work with a high level of confidentiality is imperative. Previous experience interacting with patients and patient relations, and scheduling of appointments is required. Expertise using computer assisted office programs is essential. Ability to think creatively and work autonomously is a plus.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: Health Sciences

Job ID: 202711

Regular/Temporary: Regular

Full/Part Time: Full-Time