Executive Support Asst IV, Chair

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500038 SMH Dermatology Admin

Work Shift:

UR - Day (United States of America)

Range:

UR URC 208 H

Compensation Range:

$23.52 - $32.92

Responsibilities:

With a high degree of independent prioritizing and decision-making, serves as principal assistant to all 20+ faculty as well as the Chair and senior administrative team. Manages the general office and related administrative services of a dynamic and highly functioning academic medicine team which service the clinical, research, and education missions of the department. Interfaces with colleagues at every level of our organization to accomplish mission-critical work.

ESSENTIAL FUNCTIONS

• 30% Administrative support:  Provide support to all Dermatology faculty, administrator, and department leadership for all University related activities.  Create and process all new hire paperwork, assist in setting up meetings, preparing travel arrangements, processing expense reports, secretarial support and any other related duties.  Is the primary PCard holder for the entire department and makes associated purchases, by request, from all areas of the department.  Other examples of independent and self-directed support duties include the review and updating of CVs in eCV, maintaining Department website for accuracy, coordinating onboarding of new faculty, co-authoring department newsletter for resident program alumni, and helping create policies and procedures relevant to key job functions.
• 25% Prepare Faculty Recruitment, Promotion, and Re-Appointment Paperwork:  Independently gather all necessary documentation to open up new faculty positions and prepare promotions and/or re-appointment packages for faculty.  Works closely with Faculty Affairs, SMD Finance, and Medical Staff Office (MSO) to make sure packages contain all necessary paperwork and completed by deadlines, is primary point of contact for privileging and payer credentialing with MSO.  Work with department leadership to ensure process of hiring, promotion, etc, is timely and error-free.
• 15% Assistant to the Chair:  Maintain Chair’s daily calendar, ensuring accuracy.  Work with Chair on coordinating travel, ensuring accuracy.  Assist other faculty members in making travel arrangements.  Prepares travel and conference reports for Chair.  Support Chair in annual faculty evaluation process including scheduling faculty appointments with chair, distributing forms and ensuring timely completion by faculty and any other related duties. Coordinate meetings among multiple department representatives for various topics.
• 10% Plans and makes all arrangements for meetings and special events:  Arranges and schedules meetings for monthly clinical faculty meetings, monthly research faculty meetings, quarterly combined faculty meetings, quarterly executive leadership dinner meetings, etc., data sharing and other educational events that are not resident related.  Sends out polls and reminders to faculty and prepares agendas with assistance from Chair and administrator, takes and shares detailed meeting minutes. Work with Residency Coordinator in relationship to visiting professor visits.  Plan and arrange all department specific events including holiday party and summer picnic (with nearly 100 attendees each).
• 5% Maintain Department Equipment Inventory and Space Survey:  With minimal guidance, maintains department equipment and space up to date.  Tags equipment as required and enter into equipment inventory.  Certifies department equipment inventory and space as required by University.
• 5% Human Resources:  Coordinates the opening of new positions across every aspect of department.  Manages multi-step and complex interview process for faculty candidates as well as Nurse Practitioner candidates (includes arranging travel, hotel, dinners with multiple attendees, etc). Also, approves time in myURHR (UKG) for staff and serves as back-up approver for others.
• 5% Maintain office supply and office equipment inventory:  Ensure that the administrative office (and research faculty offices) has necessary office supplies and functioning office equipment.  Work with faculty and staff for any special items needed.  Coordinates service calls with IT, ISD, Facilities, Environmental Service, etc.
• 5% Other duties as assigned:  Any other related tasks as assigned or as found to be necessary to be completed within the scope of the role.  Independent judgement and self-guided action is required.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree and 3 years related work experience including at least 1 year in an executive administrative capacity in an academic office or project management, or the equivalent experience in business required, Bachelor's degree preferred,
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Excellent interpersonal, organizational, and communication skills both verbal and written required
• Strong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times required
• Proficiency in Outlook, knowledge of Microsoft Office Suite preferred as well as UR-specific systems like Faculty Roster, UR Space, and Workday preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.