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University of Rochester Executive Staff Assistant - 230697 in Rochester, New York

Executive Staff Assistant Job ID 230697

Location Central Administration Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 010 Ofc of HR - Assoc VP's Office



With considerable initiative, independent judgment and discretion, performs private administrative and office work in providing administrative assistance and secretarial services to a Dean, Director, or Vice President (DDVP) of the University and relieves them of office management and administrative details.


Work assignments received as broad statements of objectives, and are performed under only general supervision of the Dean, Director or Vice-President of the University.


None necessarily; may direct other lower level administrative support.


Computers, fax machines, copiers, scanners, and other general office support machines.


  • Manages daily calendars. Plans appointments and events, exercising discretion and authority in scheduling. Independently makes decisions as to schedule and priorities. Coordinates daily calendars with other key individuals such as but not limited to other University leaders, internal staff, Deans, Directors and Senior Administrators as well as the external community, healthcare and higher education leaders and contacts.

  • Acts as the point of contact to DDVP and between executives and employees/clients, independently providing factual information within established limits.

  • Gathers relevant information and facts by conducting research, file reviews, follow-up with knowledge-based individuals; and provide summaries of findings.

  • Schedules meetings, makes travel arrangements and organizes daily calendars in a timely and proficient manner, often times exercising discretion.

  • Communicates with supervisor to identify and address the needs of the office to ensure that workflow runs smoothly.

  • Plans appointments and events including contact with internal and external providers. Communicates to all relative to details, required support and expected outcomes. Has authority to commit funds within established limits.

  • Acts as the point of contact for DDVP and others including executives, trustees, faculty, staff, students, clients and agencies and organization.

  • Creates regular reports and updates internal databases, maintaining responsibility for content, data, and data integrity. Researches data to assure reports are accurate and timely.

  • Manages phone calls and emails, responding as appropriate; and/or triaging.

  • Facilitates internal communication (e.g. distributes information and schedules presentations).

  • Assesses office procedures and processes; recommends more efficient ways to run the office and troubleshoots malfunctions.

  • Reviews and recommends changes to policies, practices and procedures. Maintains a master database of policies and relevant history of changes.

  • Demonstrates knowledge of office procedures and technologies that impact office operations.

  • Demonstrates expertise in effective utilization of software products such as MS Office (Word, Excel, Outlook, and PowerPoint) as well as web-based programs and video conferencing.

  • Demonstrates strong communication skills (via phone, email and in-person).

  • Exercises discretion and confidentiality with sensitive information.

  • Demonstrates excellent organizational skills with an ability to think proactively and prioritize work.


    Associate’s Degree required (preferably in Secretarial Science, Business Management, Healthcare, Social Sciences); or equivalent experience and minimum of 3-4 years of administrative or executive-level support experience required. Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled