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University of Rochester Secretary III, Biochemistry and Biophysics - 236205 in Rochester, New York

Secretary III, Biochemistry and Biophysics Job ID 236205

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 007 Biochemistry and Biophysics


8 AM-4:30 PM


General Statement:

The Secretary III supports numerous department activities and must be adaptable to changing responsibilities during the academic year. Works with faculty and staff to provide support for academic courses, coordinates Student Seminar series, coordinates department mail services and orders supplies. Assists graduate studies administrator with admissions processes, new student orientation and work as assigned. Assists with retreats, seminars, special events and grants submissions as assigned.

Specific Responsibilities:

Facilitate Graduate Courses: With direction from course directors and administrative assistant, provides administrative and secretarial support for 10 departmental courses, including two “core” courses for the School of Medicine and Dentistry with enrollments of 80+ students, undergraduate laboratory course, seminar courses and Training-Grant specific courses.

Organization (35%)

  • Schedules and attends organizational meetings (both virtual and in person) with course directors and faculty

  • Updates syllabi each semester as required

  • Compiles handouts including laboratory manuals

  • Creates and posts documents and maintains Blackboard (online course system)

Scheduling and Examinations (15%)

  • Compiles and maintains grade spreadsheets in Excel

  • Directs the process for examinations by notifying faculty, compiling and distributing examinations

  • Coordinates Biophysics 1st year examination

  • Schedules Teaching Assistant (TA) hours

  • Coordinates room scheduling, including virtual sessions

  • Assists faculty with online grading

Other (10%)

  • Orders textbooks with the Barnes & Noble Medical Center Bookstore

  • Prepares Supplemental Grade Notices as required for faculty signature

  • Updates University online Course Descriptions and Working Reports that establish semester course offerings

  • Schedules rooms for courses with Center for Experiential Learning (CEL)

Coordinates Student Seminar Series (10%)

  • Initiates 2-semester student seminar schedule for the academic year

  • Collects title and abstract from presenters and distributes to faculty and students each week

  • Tracks student attendance

  • Coordinates process for seminar awards

  • Posts information to student database

Support the Graduate Program with direction of the administrative assistant. Assist with the running of two Ph.D. programs in the Department:

Assists with graduate admissions for two programs (10%)

  • Compiles application material from several sources

  • Maintains Excel spreadsheet

  • Assists with admissions weekend activities including working with student hosts to facilitate activities

Assists with student orientation, semester registration and student recruiting including coordinating Faculty Research Seminar mailings to 60+ schools. Assists with undergraduate diploma ceremony and department events. (5%)

Support the general operations of the office under the direction of the administrative assistant:

Coordinates all mail services for department (approximately 150 faculty, graduate students and employees) including pick up, sorting, distributing, rerouting, FedEx. (5%)

Supports faculty needs including scheduling, typing, copying and special projects. “Troubleshoots” problems contacting relevant services, i.e., facilities, Copy Center, housekeeping. (5%)

Other job duties as assigned. (5%)

Qualifications :

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

  • At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction.

  • Strong communication skills, including written communication.

  • Strong interpersonal skills working with students, staff, and faculty.

  • Proficiency with Word, Excel, and PowerPoint; FileMaker Pro, virtual collaboration tools (e.g Zoom), and Blackboard experience a plus.

  • Ability to quickly learn new systems and programs.

  • Ability to work both independently and within a collaborative team.

  • Accuracy and attention to detail as well as the ability to maintain confidentiality is essential.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled