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University of Rochester Exec Staff Asst I - 230274 in Rochester, New York

Exec Staff Asst I Job ID 230274

Location Medical Faculty Group Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 010 Otolaryngology Clinic

Responsibilities

GENERAL PURPOSE:

Provides direct administrative support to the Department Chair, Program Administrator, Director of Audiology and Speech Pathology and all faculty members. This position is responsible for all departmental administrative details and duties requiring extensive experience with policies, procedures, and practices of the University. This individual must be able to prioritize multiple activities, exercise excellent independent judgment and display professional attitude. With minimum direction and considerable latitude for independent judgment. Position requires a strong orientation of providing expert customer service. Must be sensitive to confidential material.

JOB DUTIES AND RESPONSIBILITIES:

Given general guidance to priorities, manages time and calendar of Departmental Chair, coordinates meetings, and prepares background materials. Provides support for faculty members regarding academic projects or requests within specific, finite parameters

Advise faculty on all aspects of departmental administration, including recruitment, credentialing (both academic and clinical), compensation, employee rights, privileges, sick leave, vacation, disability and employee benefits. Responsible for tracking faculty time requests within the department and reporting in HRMS

Responsible for processing all faculty appointments and reappointments. Assists with orienting new faculty and visitors; providing guidance with policies, procedures, access of systems, ORs, compliance, etc.

Prepare and review purchases, personnel forms, invoices and travel reports to be presented to administration for authorization. Tracks allowable expenses which can be paid on behalf of the faculty member using institutional funds, communicates with faculty members regarding status of requests/funds in timely fashion

Function as back up for Administrative Assistant and Residency Coordinator. Provides support to Program Administrator, Admin II, and Senior Accountant as appropriate

Responsible for keeping all faculty-related policies and procedures up-to-date. Will distribute formal policy changes to faculty members and maintain records regarding receipt

Other duties as assigned

QUALIFICATIONS:

Associate’s Degree required (preferably in Secretarial Science, Business Management, Healthcare, Social Sciences); or equivalent experience required

3-4 years of administrative or executive-level support experience required. Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required

Excellent verbal and written communication skills. Ability to work collaboratively with various groups required

Notary Public Licensure or ability to obtain commission preferred

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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