Executive Support Jobs in Rochester, NY (NOW HIRING)

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):

30 Corporate Woods, Brighton, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

900300 Office of Digital Health Innovation

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

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.

Responsibilities:

Performs complex administrative duties to a S1 or S2 level Senior Leader. Directs and coordinates daily operations of office and/or program. Serves as Under general guidance and with significant latitude for independent judgment, initiative and discretion, provides high-level administrative and operational support to the Chief Digital and Innovation Officer to ensure the effective functioning of the Office of Digital Health Innovation. This position works closely with and acts as a liaison to other administrative staff within the University, medical center, and health system affiliates.

Exercises exceptional judgment, professionalism, and discretion while managing cross-functional initiatives, and driving operational excellence. Performs complex administrative duties, facilitating communication, scheduling, and resource management. Provides day-to-day coordination and operational direction for a team of administrative support professionals to ensure alignment and efficient administrative operations across the Office of Digital Health Innovation. Serves as primary point of contact for administrative support needs for staff and faculty within the Office of Digital Health Innovation and acts as liaison with internal and external groups, offices, and/or constituents. Compiles data, statistics and other information and materials for meetings and presentations.

This role requires confidentiality, professionalism, exceptional attention to detail, and the ability to navigate the unique demands of academic medicine and clinical operations.

ESSENTIAL FUNCTIONS

Executive Administration:

• Anticipates needs and obtains background materials for decisions, conferences, and meetings. Independently compiles, edits, reviews and disseminates relevant materials, including prior to meetings. Develops, reviews, and disseminates presentation materials for use during meetings.

• Conducts fact-finding and composes responses to non-routine inquiries. Manages, tracks, triages and/or directly respond to the daily flow of incoming and outgoing requests and correspondence. Uses keen judgement and problem-solving skills in prioritizing and responding appropriately to challenging requests. Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries. Assists with proofing and finalizing presentations, letters and meeting minutes. Distributes minutes and documents as appropriate.

• Plans and organizes administrative aspects, such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements and document development. Has primary responsibility for the preparation, management, and appropriate follow-up for the daily affairs of the Chief Digital and Innovation Officer.

Project Management:

• With direction, updates action plan documents as needed. Works in conjunction with the Chief of Staff and Project Managers to support the Chief Digital and Innovation Officer in monitoring action plans of key projects.

• Facilitates action items including scheduling follow up meetings as needed.

• Assists with special projects that support the office as needed and assigned. Examples include writing and maintaining office procedures, archiving materials, creating and collating surveys, etc.

Calendaring and Travel Management:

• Manages the calendar for the Chief Digital and Innovation Officer. Using independent judgement, makes scheduling decisions based on knowledge of priorities and other time commitments and obligations and ensures all stakeholders have an appropriate meeting agenda(s). Chooses or recommends solutions among competing demands on their time.

• Prepares and coordinates travel arrangements and logistics, ensuring appropriate detail is captured on the Chief Digital and Innovation Officer’s calendar. Coordinates travel arrangements for other departmental executive leaders as requested.

• Works collaboratively with various University offices to ensure the Chief Digital and Innovation Officer is provided with appropriate agendas and background materials and scheduled appointments and travel are accurate.

• Provides high-level meeting support, including scheduling complex large group meetings among multiple leaders.

Office Management:

• 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.

• Manages and maintains all confidential administrative records, files, and reports. Ensures office compliance with standard policy and procedures.

• Responsible for space, supplies and inventory. Maintains equipment listing, recommends replacement as required.

• Assists in the creation of and maintains departmental process and policy documents.

• Participates in special projects as assigned. Leads or assists with managing special projects and monitoring work plans.

Communication:

• Corresponds on behalf of the office with Medical Center leaders, as required, and external organizations by relaying and anticipating instructions, preferences, and concerns. Ensures that others are informed of decisions either directly or through coordination with others.

• Represents the Chief Digital and Innovation Officer in communications with staff, faculty, department chairs, clinical leadership, and external partners. Relays priorities, initiatives, and directives while anticipating the Chief Digital and Innovation Officer’s judgment.

Finance Support:

At the direction of and in partnership with Budget personnel:

• Reviews monthly expenses and variances for the office budget. Makes recommendations to remain within the approved budgets, as appropriate. Processes a variety of financial transactions, including invoices and reimbursements.

• Ensures arrangements and purchases for the office are cost effective, meet all University standards, and are submitted for payment/reimbursement in a timely manner.

• Oversees and reconciles P-card usage.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s degree required

• 3 years of relevant experience required

• or equivalent combination of education and experience required.

• Experience in an executive-level or healthcare administrative office setting preferred.

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to think systematically and collaboratively, partnering with others to creatively solve problems required.

• Excellent organizational skills and strong attention to detail required.

• Ability to work both independently and as part of a team required.

• Excellent verbal, written, and interpersonal communications skills required.

• Ability to understand and navigate complex challenges and competing priorities on deadline and within budget required.

• Strong strategic thinking skills required.

• Understanding of the unique challenges of administration in a university and/or healthcare setting preferred.

• Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required.

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.

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Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals.

At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.