University of Rochester Secretary IV in Rochester, New York


Full Time 40 hours Grade 009 Offices for Medical Education




General Purpose:

With minimal direction by the Administrative Assistant and Senior Director of the Center for Advocacy, Community Health, Education, and Diversity, and latitude for independent judgement, perform routine and non-routine secretarial and administrative duties requiring advanced secretarial and computer skills.


International Medicine Responsibilities:

  • Manage all aspects of the International visiting student program.
  • Create and develop orientation materials and provide orientation for 50-60 international, visiting medical students from seven universities worldwide.
  • Represent the CACHED Office with international exchange coordinators at partnering universities, URSMD Registrar, Bursar, International Services Office, and clinical elective coordinators and faculty in developing program ideas and best practices.
  • Develop course schedules for international visiting students and coordinate with URSM&D; Registrar, International Services Office, and Elective Course Directors to ensure students are meeting elective requirements.
  • Function as the URSM&D; representative for the Association of American Medical Colleges Global Health Learning Opportunities (GHLO) Program.
  • Manage immigration process and issues; advise students and resolve issues.
  • Develop and maintain on-going working knowledge of University compliance requirements: HIPAA, e-Records, etc. Communicate information; resolve problems/issues and New York State and United States government visa requirements, and student SEVIS II requirements to ensure that all international visiting students remain compliant while doing clinical electives at URSM&D; and the Medical Center.

Research Programs:

  • Coordinate summer and year-out research application process for 100-120 URSM&D; students.
  • Assist year-out student compliance and monitor evaluations for year-out students.
  • Assist with student expense accounts and 506 form process for year-out and summer stipends.
  • Assist in advising students regarding requirements for the annual poster session and Abstract Journal.

Secretary Responsibilities:

  • Answer multi-line phone system; provide accurate and concise information to consumers; direct visitors and callers as appropriate to OME and/or University staff.
  • Assist in the tracking and monitoring of multiple ledgers, budgets, financial, and grant information. Assist with grant reporting, writing, and submission process.
  • Organize calendar, make travel and hotel arrangements.
  • Coordinate, along with Senior Director, seminars, speaker series, and special events (e.g. conferences, special interest meetings, poster days, cultural heritage events recruitment, and related event support logistics).
  • Make copies, order supplies, prepare mailings, process requests for payment, petty cash vouchers, travel and conference reports, purchase orders, and other related duties as assigned.
  • Responsible for Student Services Center front desk coverage and other student services projects, as needed.
  • Maintain and update student database.
  • Type and distribute routine correspondence to students, staff, and faculty.


Two years of advanced education in secretarial studies or equivalent. At least three years of secretarial and office experience, including one year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation; or an equivalent combination of education and experience. Ability to multi-task, practice tact, and be sensitive to cross-culture communications. Experience working with budgets and grants preferred. Excellent communicative/interpersonal skills, and excellent organization skills required. Ability to make independent judgments with a minimum of supervision required. Proficiency in Windows 2000, Microsoft Word, Excel, and PowerPoint required.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Secretary IV

Location: School of Medicine & Dentistry

Job ID: 202659

Regular/Temporary: Regular

Full/Part Time: Full-Time