Secretary, Neurology Education Dept / Central Admin

Rochester, NY

Responsibilities

Position Summary :

With minimum direction and considerable latitude for independent judgment, perform routine and non-routine duties requiring highly advanced secretarial skills and proficiencies in support of the Chair of the Department of Neurology, Associate Chair for Education, Department Program Administrator as well as support two senior administrators in the Central Administration Division of Neurology. Demonstrate sound professional judgment, tact in appearance, communication, demeanor and ability to communicate effectively and positively with all levels of staff, faculty, and students.

35% Assistant to Residency Program Administrator, Director and Associate Director for the Neurology Residency Program . Duties include:

  • Support Associate Residency Program Director with the Education Didactics Committee. Duties include coordinating didactic sessions with neurology subspecialty unit chiefs, arrange weekly meetings, and taking minutes.

  • Assist residency administrator during residency recruitment: preparing welcome packets, coordinate recruitment luncheons, receptions, and escorting candidates during interviewing process.

  • Monitor and track mandatory GME resident/fellow hospital requirements, send reminders.

  • Data entry: Update information for residency and fellowship programs in Med Hub (i.e. duty hours, NPI, licensures, addresses, noon conferences/speakers)

  • Work with subspecialty programs to schedule/track resident rotation requests from other departments (i.e. Med/Peds, PM&R, Psychiatry, Neurosurgery, etc.).

  • Manage Resident noon conferences/Resident On-call meals: Send weekly reminders to faculty/residents regarding the noon conferences. Prepare lunch orders with vendors, track/upload lunch receipts to be reconciled, set-up/clean-up conference room. Prepare quarterly reports for resident on-call meal accounts.

  • Maintain resident/faculty alumni personnel files and alumni database for future reunions, announcements, etc.

  • Provide back-up support – answering phones, running errands, help with end of year graduation and symposium.

30% Assist Administrators Chair’s Office/Central Administration. Duties include:

  • Serve as back up for the organization of Neurology Grand Rounds, department faculty recruitment visits, as well as special department lectureships.

  • Serve as primary back up for department call schedule

  • Serve as primary back up for administrative staff with responsibility of the Department Chair’s calendar, phones, and central administration office coverage.

  • Assist Neurology Program Administrator: calendar management, phone coverage, preparing meeting minutes, data entry, and preparation of reports as assigned.

  • Assist with department equipment inventory and annual space survey.

  • Maintenance of Marsh Library, Garvey Conference room and coffee supply orders.

  • Manage the inventory of office supplies: Order office supplies for central administration

  • Process travel reimbursement for department visitors and honorariums for guest speakers.

20% Provide support to the Neurology Clerkship Coordinator with the Neurology Clerkship Program. Duties include:

  • Assist program coordinator with medical student evaluations including de-identifying evaluations, copying and distributing reports to the Grading Committee.

  • Provide support in coordinating schedules for patient participation in the PCC.

  • File confidential student evaluations

  • Proctor student exams, as needed.

  • Phone coverage back up, as needed.

10% Assistant to the Associate Chair for Education. Duties include:

  • Prepare lecture materials for Neurology faculty lectureships department retreats and various duties assigned by the education office.

  • Prepare reimbursements for travel, meeting registration, renewal membership fees. Manage calendar, arrange meetings, prepare meeting minutes, and letters. Answer Associate Chair phone and process mail.

5% Other project and job duties as assigned.

Requirements:

  • Requires 2 years of post-high school education studies or the equivalent and 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; or equivalent combination of education and experience

  • Advanced secretarial skills, ability to problem solve, and prior experience supporting multiple groups and individuals.

  • Excellent interpersonal and communication skills, including written communication.

  • Proficiency and ability to quickly learn new software or skills within a Windows based environment (MS Word, Excel, Outlook, PowerPoint, and SharePoint)

  • Ability to manage multiple priorities; strong organizational skills and the ability to meet deadlines in a fast-paced environment.

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

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

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.

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