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University of Rochester Secretary III - 219033 in Rochester, New York

Secretary III

Job ID



School of Medicine & Dentistry

Full/Part Time


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Part Time 25 hours Grade 007 Environmental Medicine


9 AM-2 PM


Position Summary:

Department secretary for the Department of Environmental Medicine. Provides routine and non-routine administrative support to the department Chair/Center Director, department faculty, research program manager, and staff. This position requires highly advanced secretarial skills and proficiency, ability to communicate on a professional level with faculty, staff and students from diverse backgrounds, as well as an ability to work independently and as part of an experienced, effective administrative team.


  • Working with the director of the Seminar Series for the Environmental Health Sciences Center (EHSC) grant, contact invited seminar speakers, make travel arrangements, hotel reservations, and prepare itinerary for speaker’s visit. Publicize seminar within department/EHS Center and throughout the Medical Center. Process reimbursement and honoraria for visiting speakers. Maintain email group listing for Department and Center-wide distribution for publicizing departmental seminars and events. Post department seminar notices throughout the Med Center; maintain binder of all department seminar notices, for tracking seminar speakers for use in grant reporting. Coordinate all mail services for department including daily pick up, sorting, distributing, rerouting, FedEx, etc.

  • Contact EHSC Pilot Project awardees and Seed Pilot awardees to schedule their presentations at monthly faculty meetings well in advance of their presentation date. Update Pilot Project database to record compliance with this requirement of awardees.

  • Coordinate meetings for chair, research program manager, and other faculty as needed. Provide backup on maintaining calendar for department chair.

  • Responsible for maintaining a safe and efficient office environment by working with Facilities, Environmental Services and other outside vendors. Maintain department conference room and ensure it’s set up for classes, seminars, and monthly faculty meetings. Serve as point of contact for Facilities requests and follow-up.

  • Serve as travel and conference coordinator for the department by assisting department chair, other faculty, graduate students, and post-doctoral fellows with travel arrangements and preparing and processing the Business Expense and Travel Reimbursement (BETR) forms for their reimbursement. Assist with conferences, symposia and retreats by corresponding with invited speakers, making travel arrangements, catering arrangements, meeting registrations, reserving lecture rooms, travel reimbursements for attendees and follow-up with speakers. Assist graduate coordinator with arrangements for annual Toxicology retreat.

  • Order and maintain inventory of supplies for the office and general supplies for departmental laboratories.

  • Assist research program manager with grant copying, filing and routing for University sign-off. Set up files for pending grant applications and account files for awarded grants.

  • Order food for monthly faculty meetings and other seminars and student meetings. Set up and prepare conference room for seminars and meetings. Serve as backup in reserving conference room schedule. Monitor and order beverages for departmental meetings and guest luncheons. Process payment for food vendors.

  • Provide backup for office staff as needed, including answering phones, routing calls, receiving and distributing deliveries.

  • Other duties as assigned as needs arise.


Education: 2 years of post high school education: secretarial or word processing studies, or the equivalent.

Experience: At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants.

Technical: Advanced secretarial or word processing skills. The ability to take dictation at 100 words per minute and to transcribe at 55 words per minute. The ability to operate standard office machines and word processing equipment.

OR a combination of formal training and experience equivalent to the above

Preferred Qualifications

Knowledge of University accounting system and knowledge of personal computers, and MS Office Suite (MS Word, Power Point, and Excel).

Training and experience in University’s Procure-to-Pay (P2P) system and Business Expense Travel and Reimbursement (BETR) process preferred, but will be provided if needed.

Strong attention to detail and organizational skills.

Strong interpersonal and communication skills, including written communication.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled