GENERAL PURPOSE:

This position serves as the Administrative Assistant to the Chairman, Program Administrator, Faculty and Administrators in the Department of Neurosurgery. With minimal direction and latitude for independent judgment, performs routine and non-routine duties requiring high-level and advanced administrative and management skills. Supports the Department Managers by providing comprehensive staff assistance with day-to-day activities. Essential to the job are strong interpersonal and organizational skills, the ability to write letters, newsletter articles and proposals independently.

JOB DUTIES AND RESPONSIBILITIES:

1. Compiles documentation such as writing and drafting correspondence, memos, and proofreading under verbal instruction or independently. Responsible for decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports. Responsible for the creation of the Department of Neurosurgery newsletter for faculty and alumni; creation of patient education pamphlets and maintaining database with demographic and academic information on all URMC Neurosurgery alumni residents; creates and updates publication lists for Chairman and faculty.

2. Maintains communication with regional counterparts in arranging regional meetings and conferences. Represents the office of the Chair when speaking with regional counterparts and/or leadership. Represents and serves as spokesman for department or project head in communicating instructions and in interpreting administrative matters to students, clients, faculty, staff, and the general public. Assists in the composing of correspondence, presentations, and regional materials

3. Provides practical project management that includes organizing, scheduling and coordination of departmental events including visiting professorships, banquets, and alumni gatherings. Secures venues, coordinates invitations and printed materials, collects RSVPs, and communicates with vendors

4. Assures fiscal responsibility of program and ensures program cost effectiveness for all events planned for meetings and agreed upon budgets. Assures that arrangements and purchases for the Chairman's office are cost effective and meets all University standards

5. Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for the Chairman and Program Administrator, Department of Neurosurgery. Plans and organizes administrative aspects such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements, and document development

6. Answers, screens and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.

7. Acts as department advancement liaison responsible for planning, implementing, and managing a comprehensive advancement program for the Department of Neurosurgery under the direction of the Chairman and Program Administrator; responsible for engaging key donors, creating and maintaining relationships to the institution under the direction of both the Department and the Advancement office. Composes and drafts correspondence on behalf of the Chairman; identifies departmental and institutional events that align with donor values/interests and completes projects as necessary.

Other duties as assigned.

QUALIFICATIONS:

• Associate’s degree required.

• 3 years of progressively responsible experience in administrative support required.

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required

• Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required

• Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures required

• Intermediate knowledge of hardware and software functionality preferred

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: $20.92 - $29.29 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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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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