University of Rochester Administrative Asst in Rochester, New York


Full Time 40 hours Grade 051 Pediatrics M&D; Admin





Under general guidance, and with significant latitude for independent judgment and initiative, serve as principal administrative support to the Faculty Administrator and Staff Human Resources Administrator, Department of Pediatrics. Manage the general office and relative administrative services and act as a liaison between the Administrators, Golisano Children’s Hospital, Department and other internal and external offices. Requires a high level of decision-making, communication and follow up action items on behalf of the Administrators. This position will provide administrative support focusing on the faculty and fellow appointment, reappointment, and promotion and medical staff privileges. S/he will serve 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 Division Administrators and Chiefs, Faculty Program Directors, and Central Pediatrics Administration to ensure the needs of assigned programs, special projects and/or divisions are met. Demonstrates ICARE* values in each of the major responsibilities.



With general guidance as to priorities, and latitude for independent judgment within established protocols and procedures, serve as point person and liaison and manages the time and calendar of the Faculty Administrator and as needed, Staff Human Resource Administrator, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access. Represent Administrators in contacts with University officers, faculty, leaders, and alumni, relaying (and frequently anticipating) instructions, preferences and concerns, and obtaining reports or recommendations. Assure University officials and others concerned are informed of decisions. Assess, triage, and determine response for routine and complex operational issues.

  • Make decisions between competing events and reassigns meetings.
  • Reconcile conflicts between meetings and other obligations.
  • Interact and arrange meetings with directors, chiefs, associates chairs, faculty and external organizations or systems.
  • Manage administrative functions of the Administrators in interactions with internal and external departments, agencies and officials including:
  • Oversee and ensure compliance with emergency preparedness policies and procedures for the Department of Pediatrics working in collaboration with Golisano Children’s Hospital Program Administrator
  • Represent the office in meetings and events
  • Recommend changes in operations for continuous improvement. Responsible for maintaining standards, policies and procedures, reviewing, amending or establishing based on assessment.
  • Devise and implement methods for gathering information, analyzing and interpreting data, create databases for collecting/organizing/tracking important information, making forecasts, preparing reports, and making recommendations which may have procedural and policy established protocols.
  • Use various platforms for correspondence, presentations, letters of recommendation and intramural correspondence. (SharePoint, Word, Excel, PowerPoint).Anticipate the need, and obtain background material, for decisions and gather necessary reports and resources.
  • Prepare and sign routine correspondence, compose correspondence on substantive matters including extrapolating information and compiling for summary. Compile, edit and proofread materials for correspondence.
  • Coordinate administrative and logistical arrangements for meetings, and events. Prepare meeting/event materials and distribute based on need and follow up on action items; attend and record as needed.
  • Serve as Department back up for payroll approval; pick up and disseminate pay checks.
  • Maintain all files, paper and electronic; strategizing and implementing streamlining processes.
  • Prepare reimbursements and various University forms.
  • Serve as Administrative Assistant to cover staffing absences in the Department Chair’s office.


  • Faculty appointments, reappointments and promotions.
  • Obtain support letters, upload complete file to Shared drive for Promotion Committee
  • Prepare promotion files for Dean’s Office.
  • Serve as liaison to communicate delinquencies to community physicians to avoid hospital privilege suspension
  • Track non-paid faculty appointment end dates and generate faculty appointment change forms
  • Schedule Health updates for in-house physicians and track compliance
  • Schedule new faculty photos
  • Graduate Medical Education and Post-Doctoral Fellows, Department Fellows
  • Facilitate, compile, coordinate and process appointments for faculty, medical staff, ACGME and department fellows, post-doctoral fellows, secondary, clinical faculty and hospital appointments.
  • Collaborate with Fellowship Administrators on New ACGME Fellows. Coordinate information for Fellows recruitment, appointment, and administration of term.
  • Consult with and advise chair, associate chairs or division chiefs/directors with issues pertaining to complex appointments involving Office of Counsel and International Services Office or others as warranted.
  • In collaboration with appropriate Administrator, Division Chief/Director obtain approved business plan and generate faculty recruitment forms for new/replacement faculty positions and post positions per NYS labor laws.
  • Using Office of Counsel templates, draft letters for faculty offers extrapolating information from file for review by Department Chair and appropriate Division Chief/Center Director and Administrator and Office of Counsel.
  • Facilitate privileges in special need situations.
  • As immigration liaison, collaborate with faculty and foreign nationals to collect and prepare department and employee questionnaires for visa petition submission to International Services Office (ISO).
  • Act as facilitator between Harter-Secrest Law Firm for immigration petitions as needed.
  • Reappointments/Promotions/Resignations
  • Proactively monitor and track appointments and promotions to avoid lapses.
  • Consult with Faculty Administrator with issues pertaining to faculty, complex reappointments and terminations involving Office of Counsel or others as situation warrants.
  • In consultation with Process resignations/terminations in accordance with offer letters and/or direction from Office of Counsel and others as appropriate.
  • Coordinate, prepare, organize and submit all materials for faculty promotions and reappointments with strict adherence to confidentiality and university guidelines. Ensure individuals understand requirements, timelines and impact of missed deadlines by communicating requirements in writing.
  • Draft letters for faculty reappointments and promotions extrapolating information from file for review by Chair, appropriate Division Chief or Center Director and others as needed.
  • Compile material for Pediatric Promotion Committee for review and submission for ad hoc review and action by the Academic Affairs Office.
  • In collaboration with the Director, Pediatric Compliance & Credentialing facilitate promotions for community faculty recognizing contributions to Strong Memorial Hospital, Department and Community.
  • Facilitate privileges in special need situations.
  • Counsel faculty, taking action on matters of discipline, promotion, salary and other personnel issues.
  • Medical Staff Privileges
  • Oversee administrative functions and compliance for community faculty Medical Staff Privileges
  • Oversee credentialing of new appointments and reappointments related to community faculty. Serve as liaison in ensuring Medical Staff applications, appointments, privileges, credentialing are coordinated in a thorough, accurate and timely manner.
  • Interpret, explain and follow all regulatory guidelines, including medical staff bylaws, rules and regulations and policies.
  • Work with Medical staff office to review and reduce malpractice costs as needed.
  • Facilitate privileges in special need situations.
  • Assist residents and fellows with moonlighting; addressing questions and concerns to ensure understanding of process including malpractice coverage.
  • Direct and monitor medical staff credentialing and licensure are completed. Proactively identifies and resolves issues impacting timelines. Point of contact for moonlighting; review credentials
  • Process application and obtain signatures and forward to Medical Staff Office
  • Databases:Populate missing information ensuring accuracy. Proactively troubleshoot and resolve issues.
  • Maintain faculty access database
  • Maintain new faculty electronic CVs/Website; train personnel in updating existing eCVs.
  • Ensure new faculty are on website; work with Pediatrics Web-service to update and maintain accuracy.
  • Develop, establish, and maintain faculty and fellows database and files including offsite storage.
  • Maintain records documenting search, recruitment, and appointment/promotion processes.
  • Track approved sabbaticals and other leaves, resignations, retirements, FTE changes and maintain appropriate documentation and communication.
  • Support credentialing process and maintain centralized physician/provider database including data entry and scanning documents.
  • Maintain files for all faculty changes (electronic and paper).
  • Direct and oversee preparation for advance moving allowances, moving expense reimbursements and expense reports for newly hired faculty, and faculty and fellow pay adjustments.
  • Complete and submit paperwork to receive checks for processing fees for visas and legal fees.
  • Prepare forms related to faculty changes.
  • Marketing and Communication
  • Manage Department Directories and electronic directories.
  • Direct planning meetings; obtain information and develop Central Administration Newsletter; write and edit sections.
  • Oversee and manage Department mailroom and schedule
  • Gather information on new and department faculty and secondary appointments for Pediatric annual report


College graduation or an equivalent combination of experience and training. One year of relevant administrative experience. Prefer Bachelor’s degree. Three to 5 years’ administrative experience preferred. Supervisory experience preferred.

Must possess a high level of attention to detail and accuracy; ability to track, monitor and prioritize to meet deadlines; ability to learn university systems; experience working with databases and Microsoft Office suite; superior written and oral communication and time management and organizational skills. With demonstrated high level of professionalism possess the ability to act with tact, problem-solve and maintain confidentiality and discretion at all levels using sound judgement. Demonstrate knowledge of faculty search processes and university hiring procedures including applicable Federal and State laws, policies, and procedures with the ability to accurately interpret. Demonstrate responsibility and accountability for departmental services. Continuously evaluate and analyze work process and design; understand role in ensuring quality/ performance improvement, productivity, and service delivery to meet stakeholder needs. Skill in evaluating effectiveness of existing methods and procedures. Ability to handle conflict resolution while demonstrating composure and patience and exhibit strong interpersonal skills to effectively interact with staff, patient, physicians and others. Ability to work independently and with minimal direction in a fast-paced, stressful environment required. Ability to prepare professional and program reports and make quality improvements in business processes required. Must have reliable/efficient transportation for off-site travel as needed.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: School of Medicine & Dentistry

Job ID: 208525

Regular/Temporary: Regular

Full/Part Time: Full-Time