With minimal direction and considerable latitude for independent judgment, performs complex secretarial duties in a fast-paced environment in support of clinical, educational, and academic programs. Responsible for the purchasing, event planning, and calendaring needs of the division. Supports staff engagement through the divisional newsletter, employee gifts, preparation of welcome materials, and organization of applicant interviews.
Maintains supply inventory and coordinates the purchase of office supplies with various vendors including but not limited to Staples, Dupli, Glacier Mountain, ThinkTank, etc; Serves as a liaison with other medical center services as needed including (but not limited to) Facilities, Telecommunications, Housekeeping, Post Office, and Computer Services; Sorts daily incoming and outgoing mail and faxes and distributes as appropriate; Distributes faxes and mail as appropriate. Establishes new PO’s as needed with outside vendors. Places food orders for meetings as required and in accordance with annual budget.
Responsible for planning various events, fundraisers and campaigns on behalf of the Division, including but not limited to the United Way Campaign, the AIR Summer Picnic, the AIR Division Holiday Party, and the AIR Faculty Retreat(s) .
Organizes meeting requests and maintains conference and teleconference line calendars. Sets up Zoom or other forms of videoconferencing meetings including setting up the laptop in the appropriate conference room/office. Troubleshoots technical challenges. Participates in meetings by taking minutes; distributes minutes and action items timely.
Responsible for the preparation of the AIR Newsletter, Employee Anniversary Cards/Gifts, and preparation of welcome materials for new AIR employees. Processes paperwork for strong staffing job postings and student employment. Invites candidates and organizes staff applicant interview schedules. Coordinates the process for J-1 and H1-B visas for visitors.
Processes request for fellow expenses, invited speaker expenses, fellow / candidate lunches, dinners, etc.; ordering supplies for the fellows and for special conferences, etc. during fellowship interview season, assists with copying applications for distribution, preparing interview folders, name badges, escorting candidates from one appointment to the other, helps with setting up lunches, clean up, etc. Assists with preparation for weekly division conferences
Maintains files of all pertinent supporting documentation for a variety of accounts including sponsored research grants and contracts, clinical practice accounts, gift and endowment accounts, capital accounts, and other operating program accounts. Assists Sr. Accountant and Financial Analyst in reconciling and monitoring the accounts.
- 2 years of post-high school education in secretarial studies or the equivalent.
- At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation.
Advanced secretarial skills. The ability to take dictation at 100 words per minute. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers.
OR a combination of formal training and experience equivalent to the above.
NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Pay Range: $ 17.64 - $ 24.71 Hourly
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009
Schedule: 8 AM-5 PM