University of Rochester Administrative Asst in Rochester, New York

Opening

Full Time 40 hours Grade 051 Dean's Office M&D;

Schedule

8 AM-4:30 PM

Responsibilities

The Office for Faculty Development, within the School of Medicine and Dentistry, is responsible for planning and implementing professional development activities for the medical school faculty. To accomplish this goal, responsibilities of the office include, but are not limited to: collaborating with the medical school community to plan and support the faculty; providing educational development opportunities; collecting data on programs and faculty; supporting scholarship in faculty development; and seeking grant opportunities for innovative initiatives in faculty development. The Associate Dean for Faculty Development reports directly to the Senior Associate Dean for Faculty Affairs.

The work of the office is project-oriented with frequent deadlines. This requires the need to: pay close attention to detail; anticipate the need for and procurement of background material; problem solve; work both independently and as a team member; prioritize immediate and long-term tasks and effectively manage multiple projects simultaneously; prepare routine and non-routine correspondence and reports, and interact with faculty, and diverse institutional and community leaders.

Responsibilities:

Under the direction of the Associate Dean for Faculty Development, the Administrative Assistant will manage, develop, and execute faculty development projects as assigned. The Administrative Assistant serves as principal administrative support for the Associate Dean, a role that requires the incumbent to analyze complex situations and make some sound, independent decisions.

  • Makes arrangements for faculty development activities, workshops and conferences, including arrangement of space. Assistance with preparation of materials and presentations for conferences, meetings and reports.Coordinates obtaining continuing medical education (CME) certification for these conferences and preparing CME reports.Provides logistical support for conferences and courses.Critiques events and reviews the event evaluation, writes an event summary and develops initial plans for subsequent faculty development workshops and courses.
  • Coordinates the logistics for Faculty Development Programs, including arrangement of space, updating of grant applications and coordination of the selection committees.Responsible for advertising the programs to the University community.
  • Develops and updates brochures and other materials relating to workshops and conferences.Develops and maintains distribution lists for these materials.Develops plans for advertising the availability of these workshops and conferences both within and external to the Medical Center. Faculty Development Website maintenance, including organization of materials and information to be placed on the website. Upkeeps the database.
  • Collaborates and coordinates events with other university-wide offices for faculty development and other medical school offices.
  • Collects and coordinates data for annual reports.
  • Monitors expenses, budgets for the office.Develops budgets for workshops and large events (conferences with 150-200 attendees).
  • Assists in the preparation of grants to support faculty development activities.
  • Calendar coordination for the Associate Dean (including arranging committee meetings, appointments, special events); general correspondence, both internal and external. Handles day-to-day office operations: telecommunications, ordering supplies, etc. Arranges travel and conferences.Drafts routine and non-routine correspondence.Maintains frequent communication and coordination with medical center faculty and senior administration offices and various external professional organizations.Assumes other management responsibilities as designated by the Associate Dean.
  • Supports the endowed Dean’s Teaching Fellow Program and works under the direction of the Directors of this program to support its faculty development goals (approximately 15% of effort).
  • Train and supervise student workers as needed by the Office.

Qualifications:

  • College graduate or equivalent experience. 1 year of relevant administrative experience.
  • Prefer at least 3 years’ experience in a similar position
  • Facility with Microsoft Office Programs including Power Point and Excel, and flyer, brochure and newsletter design
  • Knowledge of Web Design and Publishing software is desirable.
  • Excellent writing and editing, communication, interpersonal and organizational skills
  • Ability to work independently under general direction
  • Knowledge of Medical Center policies and procedures
  • Flexible working hours (while the vast majority of time will be within the usual working hours, the support for conferences and workshops may require occasional evenings).

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: School of Medicine & Dentistry

Job ID: 209054

Regular/Temporary: Regular

Full/Part Time: Full-Time