Exec Suppt 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:

400060 OBGYN Admin-SMD

Work Shift:

UR - Day (United States of America)

Range:

UR URC 208 H

Compensation Range:

$23.52 - $32.92

Responsibilities:

This position provides high-level executive administrative support to the Department Chair and Senior Program Administrator for the Department of Obstetrics and Gynecology. The role manages complex operations across a large academic department with over 400 personnel at more than 16 regional locations, serving as a critical liaison between departmental leadership and internal/external stakeholders. This position ensures seamless operations through strategic coordination of meetings, events, communications, and administrative processes.

ESSENTIAL FUNCTIONS

Executive Administrative Support

• Manage complex calendars for Department Chair and Senior Program Administrator, including appointments, meetings, and national/international travel with closed-loop processes 
• Independently prepare and edit correspondence, reports, presentations, and documents for departmental leadership 
• Exercise independent judgment in screening communications, triaging complex issues, and facilitating critical information flow
• Maintain absolute confidentiality while ensuring seamless operational continuity
• Serve as mentor and strategic resource to administrative team members, elevating departmental standards

Information Management and Communications

• Serve as department spokesperson in communications and primary liaison with stakeholders
• Create and maintain publication lists, departmental communications, newsletters, and website content 
• Design workflows and documentation for recurring processes (faculty onboarding, compliance tracking, reporting)
• Develop integrated dashboards and data validation protocols for real-time departmental insights
• Manage comprehensive database systems, including distribution lists, directories, and organizational resources
• Create visually compelling presentations with consistent branding and supporting analytics

Meeting Coordination and Event Management 

• Execute complex meeting coordination from intimate leadership sessions to large-scale departmental gatherings
• Manage Grand Rounds programming, including speaker logistics and quarterly CME compliance reporting
• Orchestrate departmental retreats, conferences, and recruitment events with full budget accountability
• Coordinate faculty candidate visits and recruitment activities that shape departmental future
• Produce comprehensive meeting materials, agendas, and documentation that drive organizational effectiveness

Administrative Operations and Special Projects (10%)

• Project manage special projects and strategic initiatives that advance departmental goals                              
• Streamline financial and administrative processes, vendor relationships, and resource management                           
• Support accreditation and regulatory compliance efforts critical to departmental success                                
• Drive digital transformation by replacing paper-based systems with efficient technological solutions                           
• Develop comprehensive guides and documentation that enhance administrative excellence
• Provide backup coverage for administrative staff

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree
• Bachelor'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
• or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Exceptional organizational, communication, and time management skills
• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to manage high-volume work and track multiple projects simultaneously
• Excellent interpersonal skills for working with diverse audiences at all organizational levels
• Strong attention to detail, accuracy, and ability to handle confidential information
• Independent judgment, priority-setting, and deadline management capabilities
• Customer service orientation and collaborative team approach
• Adaptability and strong problem-solving skills

 

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.