Administrative Asst

Rochester, NY


Job Summary

With general direction and considerable latitude, serves as principal executive assistant to the Chief Medical Information Officer (CMIO) and the Associate Medical Director (AMD) for Patient Engagement. Will also assist the Enterprise Informatics team with meetings related to Informatics Projects. May also assist in a back-up role to the Also serves as the primary back up to the Medical Director for Wellness.

The Administrative Assistant maintains a positive service orientation while interacting with departments, senior leadership, clinical chairs and chiefs, faculty, and co-workers in resourcefully accomplishing objectives and goals. The Administrative Assistant will demonstrate full support for CMIO and AMD initiatives and manage the coordination of multiple enterprise level projects.

Key Functions and Expected Performances

Reports directly to the CMIO and provides administrative support to the CMIO and Enterprise Informatics Team as well as the AMD for Patient Engagement.


  • Manages time and calendar for CMIO and AMD, choosing and/or recommending among competing demands on time, and refers matters to be handled by others.

  • Provides scheduling support to the CMIO and Enterprise Informatics Team, AMD and the Project Manager to support the work of various enterprise wide task forces and project teams.

  • Represents leaders in contact with other University leaders, external agencies and corporations, relaying and anticipating senior leadership instructions, preferences, and concerns. Assures CMIO and AMD are informed of decisions.

  • Anticipates needs and produces or obtains background materials for decision/conferences/meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings. Attends and distributes minutes to the participants of various committee meetings. Has overall responsibility for integrity of data and quality of finished product being received by participants.


  • General support to CMIO and the Enterprise Informatics Team, AMD and Project Manager included to but not limited to

  • Attending meetings, take notes, distribute minutes and follow up on action items

  • Assist with project management duties associated with different initiatives, including preparing Power Point presentations, Visio workflows, timelines

  • Prepare communications, such as memos, emails, invoices, reports and other correspondence

  • Write and edit documents from letters to reports and instructional documents

  • Processes invoices and expense reports.

  • Plans and makes all administrative arrangements for meetings and special events, including meeting facilities and equipment. Responsible for all administrative arrangements for various events which require extensive travel, registration and hotel accommodations.


  • Composes and signs correspondence. Compiles, edits, and assures accuracy of all materials for reports, correspondence, publications, and presentations. Responsibility for review, prioritization, and triage of internal and external correspondence, communication and inquiries.


  • Under general direction as to policies and priorities, manages all administrative functions for office including the management, progress and completion of incoming and outgoing deadlines.

  • Manages all administrative records, files, and reports including but not limited to: documents, contracts, and personnel files.

  • Responsible for space, supplies and inventory. Maintain equipment listing, recommend replacement as required. Maintain budget files and prepare summary reports to senior leadership as needed.

  • Ensures office compliance with standard policy and procedures. Conducts fact-finding and composes responses to non-routine inquiries.

  • Supervises support staff as assigned.

  • Other duties as assigned.

Background Expectations:

  • Excellent organizational and problem-solving skills

  • Excellent communication skills

  • Excellent customer service skills

  • Ability to work in a team setting with all levels of management and staff

  • Working knowledge of Microsoft Suite (Word, PowerPoint, Excel)

Minimum Requirements:

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

Preferred Requirements:

  • At least 3 years of relevant, executive level administrative experience

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

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051

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