Administrative Assistant IV

Rochester, NY

GENERAL PURPOSE:

Supports the activities of the Office of Diversity, Inclusion, Culture, and Equity. Exercises independent judgment within established policy, performs routine and non-routine administrative duties requiring proficiency in highly advanced administrative support skills. The ideal candidate has excellent writing skills, creativity, is detail-oriented, and has solid interpersonal skills. This role includes high level coordination and organization of multiple educational series and events, posting, hiring, and may include supervising of student employees, supporting DICE Leadership by taking meeting minutes and team members with ongoing meetings and projects, while managing the day-to-day organization of the teams. The position also requires excellent proofreading skills and must be able to write clearly. The AA subscribes to the Department of Psychiatry’s goal of creating a culturally competent environment by treating patients/families, community partners, and co- workers in a sensitive and caring manner with appropriate attention to cultural differences. Primarily days with occasional evening or weekend hours for special events.

RESPONSIBILITIES:

  • Supports faculty and staff in scheduling interpreters, organizing and coordinating webinars, educational series, receptions, special events and major local workshop offerings that serve to educate consumer, public and professional audiences around topics and populations of strategic importance to Psychiatry. Maintains and organizes content for events, such as PowerPoint presentations, pictures, video, music, registration, invitations and contact lists. Locates assets needed for video/photo production, the newsletter, and our website. Proofreads text, flyers, and other communications for spelling, grammar and punctuation errors. Manage multiple meeting minute tasks.

  • Performs secretarial duties including but not limited to: The sorting and routing of mail, triage of calls and visits, maintaining files and ordering/maintaining of office supplies, arranging travel and other accommodations. Typing of routine and non-routine correspondence. Ensures office is maintained with supplies necessary to complete the job and assesses/implements opportunities which would improve their work processes. Prepares all reimbursements, purchase orders, manages the billing and payment services for outside vendors and creates accounts with outside vendors. Assist with quotes, proposals, purchasing, tracking POs, etc.

  • With a high degree of independence and judgment, provides administrative support to the teams and deals with confidential matters, time management, calendaring and prioritizing competing demands. Sets priorities and manages pertinent data, as well as develops timelines and protocols. Writes correspondence using factual information and ensures all backup materials

  • are current. Manages updates to bulletin boards.

  • Assist with hiring, onboarding, and supervising new student employees and onboarding new staff.

Other duties as assigned.

QUALIFICATIONS:

  • Some college or an equivalent combination of experience and training. 1 year of relevant administrative experience.

  • Candidate should be a flexible team player, comfortable with shifting priorities, with good interpersonal skills and ability to work independently as well as collaboratively with a diverse group of co- workers. Must have excellent language, writing, and organizational skills along with the ability to learn new processes quickly. Excellent

  • customer service and the ability to think independently and work with minimum supervision. Must be able to prioritize multiple tasks.

  • Must possess excellent computer skills with Microsoft Office (Word, Excel, PowerPoint, Publisher), and be willing and able to readily learn new software as needed.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $20.92 - $29.29 Hourly

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.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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