With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for the head of an academic, medical service, business or comparable department. Is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within a specific division, or in other demonstrated and related equivalent situations. In department business matters has frequent contacts with Deans, Directors, faculty members, students and other administrative staff. Is responsible for assignment and the review of the day-to-day clerical operations.
SUPERVISION AND DIRECTION RECEIVED:
Receives minimum direction from a Dean, Director, Division or Department Head, or Office Manager.
SUPERVISION AND DIRECTION EXERCISED:
Directs other secretarial and clerical assistants.
MACHINES AND EQUIPMENT USED:
Typewriter, voice recording equipment, adding machine, calculating machine, duplicating equipment.
Provides administrative assistance to the Department Head, faculty members, undergraduate students, business officers and the like: furnishes factual reports and information about the business of the department, grant and budget accounts, symposia, colloquia and courses; may screen graduate students' applications for completeness and orient students to the department; compiles technical and other information for publications, reports or correspondence; assembles information for and assists in preparation of budget requests; maintains confidential departmental budget, account, personnel and payroll records. Produces periodic status reports.
Performs secretarial duties including; the sorting and routing of mail, the taking and transcription of dictation, serving as departmental receptionist, maintaining files and office supplies, arranging travel and other accommodations.
Frequently composes, types and signs non-routine correspondence providing factual information. Gathers necessary information for and drafts important and confidential correspondence.
Types summary or verbatim transcripts of administrative meetings. Occasionally serves as recording secretary at meetings; prepares and types minutes.
Assists in arrangements for symposia, colloquia and administrative meetings; prepares and distributes agenda, reserves meeting place, etc.
May supervise other secretarial and clerical assistants.
May control department petty cash account.
Performs other related duties.
Education: 2 years of post high school education in secretarial studies or the equivalent.
Experience: 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.
Technical: 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
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
Location: Eastman Dental Center
Full/Part Time: Full-Time
Opening: Full Time 37.5 hours Grade 009
Schedule: 8 AM-5 PM