Administrative Assistant IV

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:

500805 Sovie Center Staff - APPs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

This position provides administrative and program support to the Administrator and the Assistant Directors for Education and Precepting. The role’s primary focus is executive calendar and meeting support, APP student precepting coordination, department communications and digital content, event logistics, and compliance recordkeeping. The role also supports APP orientation, general administrative needs, and office operations as a secondary responsibility.

These responsibilities are the core focus of the position and account for the majority of time and effort.

Executive Support & Meeting Coordination

• Manage complex calendars for the Administrator and the Assistant Directors for Education and Precepting, balancing competing priorities and scheduling conflicts.

• Coordinate meetings, prepare agendas, maintain correspondence, and triage and prioritize incoming requests.

• Coordinate virtual meetings and webinars using Zoom and other video conferencing platforms.

APP Student Precepting Coordination

• Receive, document, and track incoming phone and electronic requests for APP student precepted rotations.

• Coordinate APP student access to all required systems, including ISD accounts and the EMR:

• Communicate with schools and students in advance of rotations to establish accounts.

• Troubleshoot and resolve student access issues as they arise.

• Analyze data related to APP student rotations and application and hiring trends:

• Maintain and update the preceptor tracking grid.

• Run ACEMAPP reports quarterly and reconcile them against the preceptor tracking grid.

Communications & Digital Content

• Design flyers and promotional materials for Grand Rounds, CME, career fairs, fellowship events, and educational programs.

• Maintain and update department intranet and website announcements.

• Manage department communications, including newsletters, surveys, email campaigns, and social media content.

Event Logistics

• Coordinate event logistics, including registration, materials, vendors, meeting space, audiovisual support, and post-event follow-up.

Compliance & Records

• Maintain accurate records supporting APP compliance and audit readiness.

• Assist with compliance-related tracking and documentation.

ADDITIONAL RESPONSIBILITIES

These responsibilities support the department’s broader operations. They are performed as needed and represent a smaller share of the role.

• Administrative support: Serve as a point of contact for internal and external inquiries by phone and email, and provide day-to-day administrative support while anticipating operational needs.

• APP orientation & education: Coordinate APP orientation classes and onboarding activities; create, assemble, and distribute orientation materials; maintain participant records in eValue; and support fellowship and APP education programs.

• Event planning & projects: Assist with planning APP education events, career fairs, and fellowship activities, and support departmental projects that improve communication and operational efficiency.

• Data & office operations: Ensure data integrity across department systems, safeguard confidential and sensitive records, and coordinate office resources, supplies, and administrative processes.

• Other duties: Perform other related duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate’s degree and 2 years of relevant administrative experience required

• Bachelor’s degree preferred

• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

Required

• Ability to maintain confidentiality

• Exceptional organizational, time management, and administrative skills

• Strong verbal and written communication skills

• Strong technical skills, including a high level of proficiency in Microsoft Office

Preferred

• Experience creating promotional materials with design tools such as Canva or Adobe

• Experience updating website or intranet content (e.g., SharePoint)

• Proficiency in Excel for data tracking, reconciliation, and reporting

• Experience hosting virtual meetings and webinars in Zoom

• Familiarity with ACEMAPP, eValue, or EMR systems

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.