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University of Rochester Administrative Assistant - 220903 in Rochester, New York

Administrative Assistant

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 051 Pediatrics M&D Admin


8:30 AM-5 PM


Position Summary:

This position will provide administrative support focusing on Department of Pediatric staff and faculty administration. Serves as a local resource for the Department on policies and processes related to such activity. This position serves as a key liaison between the Department, Medical Center and Community. Overall responsibilities include working closely with Faculty Administrators, HRBP, Chief Operating Officer and Division Administrators to ensure the needs of assigned programs, special projects and/or divisions are met.


  • Human Resources Support

  • Supports Division Administrators in producing new and replacement recruitment forms and job posting packages for all professional/administrative/supervisory staff as well as clerical, technical and temporary service staff.

  • Supports all Administrators in understanding the posting process, recruitment process, and hiring process.

  • Establishes and tracks information on current job postings, new hires and recent departures.

  • Processes all staff personnel changes involving end of probation adjustments, hiring range adjustments, in-grade adjustments, and equity adjustments as indicated by the HR Business Partner.

  • In collaboration with the HR Business Partner maintains and updates the Staff Orientation Manual, Department Standards & Expectations and Department Dress Code policy.

  • Manages access permissions for arriving and departing employees.

  • Supports supervisors and timekeepers to guarantee accurate time and code entry to ensure compliance with NY State Fair Labor Laws. Facilitates off cycle checks as necessary.

  • Tracks and collects compliance material for staff (mandatory in-service, HIPAA Privacy and Security).

  • Maintains the online directory.

  • Monitors new hire tracking system to support managers with notifications relating to completion of off-cycle reviews.In addition to this, supports the Department with reporting on the completion of annual performance review and sends reminders relating to important deadlines.

  • Supports, plans and implements staff recognition and appreciation events.

  • Faculty Administration

  • Prepares 500 and 510 forms for new, existing, and terminating faculty.

  • Also prepares 500 and 510 forms for new, existing, and terminating GME Fellows.

  • Schedules health, PPD, Drug Screening, and respiratory mask fitting for new faculty hires.

  • Schedules new faculty orientation.

  • Attends all meetings with Faculty Administrators relating to onboarding of new faculty, reappointments and promotions to help support tracking on spreadsheets.

  • Completes and submits paperwork to account receivable to request checks for visa/immigration and moving expenses.

  • Requests email for new faculty in AD Tools.

  • Responsible for making updates, including email addresses, in the Faculty/Staff Directory as requested.May be required to notify the Dean’s Office and the Medical Staff Services Office of the change when appropriate.

  • Manages a small portfolio of reappointments and promotions to offer an understanding of the faculty reappointment and promotions process.

  • Supports conflict of interest and faculty performance evaluation process.

  • Assists with recruitment and mentoring program logistics including booking rooms for workshops, events and ordering meals.

  • Provides support to the Faculty Administrator as it relates to community providers as necessary.

  • Serves as Administrative backup support to the Chairs office when necessary.

  • Faculty Recruitment

  • Supports the Faculty Administrator in compiling and updating listings of Department of Pediatrics job postings to web development team.

  • Provides an update of the postings quarterly to the Chair for Listserv.

  • Processes all required recruitment forms, scheduling and managing candidates itineraries, initiation of credentialing and appointment processes, licensure and visa issues, coordination of moving and associated expenses.

  • Supports new employee requirements prior to start date for processing of hospital privileges and faculty appointment.

  • Provides support to the Faculty Administrator as it relates to community providers as necessary.

  • Space Planning

  • Supports the Faculty Administrator with space planning needs including preparing, coordinating and processing requests for ISD, ITS and Facilities.

  • Works with the Gatekeeper for swipe access.

  • Supports tracking of surplus furniture and department storage needs.

  • Manages key inventory.

  • Cross-trains with the Golisano Children’s Hospital Administrative Assistant to provide support when necessary as it relates to space.

  • Supports Departmental Administrators to establish and maintain professional appearances in hallways and other shared spaces.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience.

Preferred Qualifications

Required to maintain strict confidentiality of information on faculty and staff matters. Requires knowledge of Microsoft Office Suite.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled