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University of Rochester Administrative Assistant, Health Humanities and Bioethics - 235317 in Rochester, New York

Administrative Assistant, Health Humanities and Bioethics Job ID 235317

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Health Humanities & Bioethics



With minimal direction, and having authority for the exercise of independent judgement, decision making and initiative, manage the operations, accreditation process, compliance, recruitment, and education activities for the graduate and certificate programs in the Department of Health Humanities & Bioethics within the School of Medicine and Dentistry. Develop and maintain solid working relationships with the offices of SMD Graduate Education and Postdoctoral Affairs (GEPA), Bursar, Graduate Medical Education, and International Student Services. Advise students with all aspects of degree requirements and student life to ensure they complete their degree programs. Maintain confidentiality in all interactions. Build relationships with the students, and manage relationships between students and faculty. Facilitate student recruitment and marketing initiatives, as well as participate in the ongoing process to improve and enhance the department’s graduate program management.


Recruitment, Admissions, and Alumni Relations

  • With attention to streamlining operations and utilizing technology, manage the inquiry, application, and interview process for graduate programs.

  • Develop, implement and improve recruitment/admissions materials and processes.

  • Respond to inquiries from prospective applicants with information about the program. Follow up with non-matriculated students.

  • Plan and organize graduate education orientation, social and graduation activities.

  • Screen and evaluate applications.

  • Manage the processing of all applications and admission materials utilizing the application system, Slate.

  • Coordinate with GEPA on admissions and application processes.

  • Plan, organize and manage virtual recruitment activities with faculty, alumni and prospective graduate students.

  • Develop, analyze, and provide data to Department Administrator for annual budget development and program expense tracking.

    Website and Social Media Develop and keep department’s website current, seeking support from URMC and SMD web services and designers as needed.

  • Develop and keep current department’s social media presence.

  • Make certain that permission slips are on file for all students, faculty and staff whose pictures, quotes or voices are on department’s websites or social media.

    Student Records and Registration (15% effort)

  • Develop, manage, track and monitor all official, confidential academic records of current SMD graduate students ensuring the accuracy, integrity and security of all records. Manage the retention and disposal practices to ensure compliance with institutional policy, as well as state and federal laws.

  • Coordinate and monitor registration each semester for graduate and certificate programs.

  • Follow up with non-registered students to be sure they maintain continuous registration within the program.

  • Oversee and manage students’ compliance pertaining to HIPAA and mandatory health requirements.

  • Generate and approve forms for all graduate student scholarships.

  • Work directly with the Bursar’s Office to resolve students’ tuition issues.

  • Work collaboratively with the Registrar and GEPA on academic issues.

    Trainee Advisement (10% effort)

  • Serve as the point of contact for students for all graduate educational programs in the department. Provide support to graduate students with issues related to their graduate program, including referral to University resources.

  • Provide guidance and interpretation of academic policies, procedures, and regulations related to matriculation, degree requirements, award and conferral of degrees for all graduate degree programs in the Department.

  • Ensure that students have access to accurate information.

  • Build relationships and interact with GEPA, the office of the University Dean for Graduate Studies.

  • Assist students with disabilities regarding resources and contacts for necessary accommodations.

  • Represent students in interactions with a multitude of offices across the organizational hierarchy including, but not limited to, GEPA, Bursar's Office, Payroll, Benefits, Finance, CTSI, Financial Aid, Student Affairs, International Services Office and Student Housing.

  • Recognize, analyze and suggest solutions to problems related to individual student programs and requirements for degree completion, and preparation of required correspondence.

    Course Schedule/Course Maintenance (5% effort)

  • Develop, manage and deliver all the semester-based course information and classroom schedules to the Center for Experiential Learning (CEL).

  • Process transfer credit and course waiver requests in accordance with policy.

  • Oversee the course evaluation process each semester and compile evaluation data for dissemination to faculty and GEPA.

    Other duties as assigned


  • College graduation or an equivalent combination of experience and training required.

  • 1 year of relevant administrative experience required.

  • Organizational, management, interpersonal and communication skills are essential as building relationships with students, faculty and staff at all levels within the University and outside agencies is critical to this position preferred.

  • Working knowledge of Word, Excel, and PowerPoint required

  • Familiarity with University policies related to graduate studies preferred

  • Demonstrated willingness to learn new systems and improve work flow efficiencies required

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled