University of Rochester Administrator to the Chair, Dept of Neurosurgery in Rochester, New York
Full Time 40 hours Grade 052 Neurosurgery Management
8 AM-4:30 PM
With minimum direction and considerable latitude for independent judgment, the Administrator performs routine and non-routine duties requiring high level administrative skills and proficiency for the Department of Neurosurgery. Responsible for numerous departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University. Supports the Department Managers by providing comprehensive staff assistance with day-to-day activities. Essential to the job are strong interpersonal and organizational skills, the ability to write letters, newsletter articles and proposals independently.
- Compiles documentation such as writing and drafting correspondence, memos, and proofreading under verbal instruction or independently. Responsible for decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports. Responsible for the creation of the Department of Neurosurgery newsletter for faculty and alumni; creation of patient education pamphlets and maintaining database with demographic and academic information on all URMC Neurosurgery alumni residents; creates and updates publication lists for Chairman and faculty.
- Maintains communication with regional counterparts in arranging regional meetings and conferences. Represents the office of the Chair when speaking with regional counterparts and/or leadership. Represents and serves as spokesman for department or project head in communicating instructions and in interpreting administrative matters to students, clients, faculty, staff and the general public. Assists in the composing of correspondence, presentations and regional materials.
- Provides practical project management that includes organizing, scheduling and coordination of departmental events including visiting professorships, banquets, and alumni gatherings. Secures venues, coordinates invitations and printed materials, collects RSVPs, and communicates with vendors.
- Assures fiscal responsibility of program and ensures program cost effectiveness for all events planned for meetings and agreed upon budgets. Assures that arrangements and purchases for the Chairman's office are cost effective and meets all University standards.
- Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for the Chairman and Program Administrator, Department of Neurosurgery. Plans and organizes administrative aspects such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements and document development.
- Answers, screens and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
- Acts as department advancement liaison responsible for planning, implementing and managing a comprehensive advancement program for the Department of Neurosurgery under the direction of the Chairman and Program Administrator; responsible for engaging key donors, creating and maintaining relationships to the institution under the direction of both the Department and the Advancement office. Composes and drafts correspondence on behalf of the Chairman; identifies departmental and institutional events that align with donor values/interests and completes projects as necessary.
- Assists with other duties and projects as required.
- Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.
- Excellent interpersonal, organizational, and communication skills both verbal and written.
- Strong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times.
- Must be proficient in Outlook, navigating through Internet, knowledge of Microsoft Office Suite, Access, and HRMS.
EOE Minorities/Females/Protected Veterans/Disabled
Job Title: Administrator to the Chair, Dept of Neurosurgery
Location: Medical Faculty Group
Job ID: 211617
Full/Part Time: Full-Time