Administrative Asst - 237352

Administrative Asst

Job ID

237352

Location

Strong Memorial Hospital

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 051 Psychiatry SMH Administration

Schedule

8 AM-4:30 PM

Responsibilities

General Responsibilities:

This position serves as the executive assistant to the Chair of the Department of Psychiatry. The position is responsible for the coordination of complex clinical, academic and administrative schedules for the Chair, the Department of Psychiatry's Associate Chair for Clinical Service and the Department of Psychiatry's Academic Vice-Chair. The incumbent is expected to utilize a considerable amount of independent initiative and judgment, exercising a high level of administrative problem solving. As the role is essentially the "face of our department", the Administrative Assistant should present a polished, positive service orientation while interacting with other departments, senior leadership, Division Chiefs and co-workers to help accomplish their goals and objectives. Excellent interpersonal and organizational skills are required. The Administrative Assistant is expected to maintain a standard of absolute confidentiality for all internal Departmental matters.

The incumbent will at all times exhibit the University Medical Center's ICARE values while subscribing to the Department's goal of creating a culturally competent environment by treating all persons in a sensitive and caring manner with appropriate attention to cultural differences.

Integrity: I will conduct myself in a fair and trustworthy manner.

Compassion: I will act with empathy and understanding towards others.

Accountability: I have an obligation to take responsibility for my actions and to join with my colleagues in realizing the hospital's vision.

Respect: I will treat patients, families and colleagues with dignity and sensitivity, valuing their differences

Excellence: I will rise above the ordinary through my personal efforts and those of my team.

Responsibilities to the Chair and Senior Leadership Team

This role represents the Chair to all internal and external constituencies including the medical center senior leadership, other medical center departments, faculty and external organizations. The position must independently assess and prioritize competing requests, triaging these requests as appropriate including discussing issues with the Chair and be able to both offer and implement solutions.

+ Manages the time and calendar of the Chair, Associate Chair for Clinical Service and the Academic Vice-Chair; choosing and/or recommending among competing demands on time, referring matters to be handled by others and controlling access to Chair. Must reconcile conflicts between onsite meetings and out-of-town obligations for the Chair and triage multiple requests for information to appropriate Vice Chairs, Associate Chairs, faculty, administrators and staff.

+ Represents the Chair in contact with Departmental, Medical Center and University representatives relaying and anticipating the Chair's instructions, preferences, and concerns.

+ When called upon will represent, and serve as spokesperson for the Chair, in communicating instructions and in interpreting administrative matters to Division Chiefs, faculty, staff, etc.

+ As needed, will coordinate all administrative and logistical arrangements for special meetings, retreats and events. Duties may also include preparation of program literature, brochures and other materials based on the event. This specific function will include serving as the primary scheduler and note-taker for both the monthly Psychiatry Faculty Meeting and the monthly Chiefs meeting, as well as the distribution of the summary notes to all appropriate stakeholders following these meetings.

+ Develop and publish meeting agendas and proactively prepare and compile background information needed; arranges follow-up meetings, correspondence and activities.

+ Provide administrative support to the Chair using various platforms for correspondence, presentations, letters of recommendation and intramural correspondence. (SharePoint, Word, Excel, PowerPoint, etc.). This will include things such as the preparation and distribution of thank you notes to donors, securing gifts for faculty welcoming a newborn and the like.

+ Serve as a vital department receptionist answering and triaging the office lines for the Chair and two Vice-Chairs as well as directing faxes received in the Chair's Office.

+ In conjunction with the other members of the Faculty Support Office help to coordinates the schedule(s) of Senior Leadership to allow for the interviews and site visit(s) of faculty recruitment efforts.

+ Coordinates the itinerary and makes travel arrangements as needed including preparing the requests for payment, travel/conference reimbursements and other requests for the Chair.

+ Performs daily administrative duties such as filing, ordering office supplies (coffee products, paper & toner), and general maintenance of the Chair's office. This will include preparations of 312 Requisitions and use of the Accounts Payable P2P system.

Responsibilities as part of the Faculty Support Office

+ Serves as the primary point person for faculty stipend reimbursements for the Department of Psychiatry faculty

+ Serves as the point person for the bi-annual faculty time and effort survey including tracking completion rates

+ Serves as the point person for the annual faculty Conflict of Interest survey including tracking completion rates and necessary follow-up

+ Manages vacation/personal time process for faculty including notifying faculty of annual allotment and tracking allotment use.

+ As a part of the Faculty Support Office team, this role may be asked to assist with the tracking and/or dissemination of materials related to special projects including but not limited to Peer Reviews, annual faculty reviews, and new faculty provider onboarding.

+ Receives weekly ECT reports and is responsible for forwarding to the appropriate administrator in a confidential manner, as needed for billing.

+ Coordinate and post schedules for seven department conference rooms

Qualifications:

+ College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience required. Three or more years administrative support experience preferred.

+ Candidate should be a flexible team player, comfortable with shifting priorities, with good interpersonal skills and ability to work independently as well as collaboratively with a diverse group of co-workers.

+ Must have excellent language, writing, and organizational skills along with the ability to learn new processes quickly.

+ Excellent customer service and the ability to think independently and work with minimum supervision.

+ Must be able to prioritize multiple tasks.

+ Must possess excellent computer skills with Microsoft Office (Word, Excel, PowerPoint, Outlook, Zoom), and be willing and able to readily learn new software as needed.

+ Knowledge of University processes and systems 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