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University of Rochester Secretary III - 213505 in Rochester, New York

Secretary III

Job ID

213505

Location

School of Medicine & Dentistry

Full/Part Time

Full-Time

Favorite Job

Regular/Temporary

Regular

Opening

Full Time 40 hours Grade 007 Medicine M&D-Immuno/Rheum Div

Schedule

8 AM-4:30 PM; OCC WKENDS

Responsibilities

Position Summary:

With general direction and latitude for initiative and judgment, performs routine and non-routine duties requiring advanced secretarial or word processing skills and proficiency in an administrative office of an academic, medical, service, business or comparable department. Is responsible for limited departmental administrative details. May be responsible for assignment and review of daily clerical or word processing office operations.

Responsibilities:

Administrative/Academic Office Support

  • Operations

  • Maintains supply inventory and coordinates the purchase of office supplies with various vendors including but not limited to Staples, Dupli, Glacier Mountain, ThinkTank, etc; Serves as a liaison with other medical center services as needed including (but not limited to) Facilities, Telecommunications, Housekeeping, Post Office, and Computer Services; Sorts daily incoming and outgoing mail and faxes and distributes as appropriate; Distributes faxes and mail as appropriate. Establishes new PO’s as needed with outside vendors. Places food orders for meetings as required and in accordance with annual budget.

  • Event Planning

  • Responsible for planning various events, fundraisers and campaigns on behalf of the Division, including but not limited to the United Way Campaign, the AIR Summer Picnic, the AIR Division Holiday Party, and the AIR Faculty Retreat(s).

  • Meeting Organization

  • Organizes meeting requests and maintains conference and teleconference line calendars. Sets up Zoom or other forms of videoconferencing meetings including setting up the laptop in the appropriate conference room/office. Troubleshoots technical challenges. Participates in meetings by taking minutes; distributes minutes and action items timely.

Human Resources

  • Staff Engagement

  • Responsible for the preparation of the AIR Monthly Newsletter, Employee Anniversary Cards/Gifts, and preparation of Welcome materials for new AIR employees.

  • Staff Recruitment

  • Processes paperwork for strong staffing job postings and student employment. Invites candidates and organizes staff applicant interview schedules. Coordinates the process for J-1 and H1-B visas for visitors.

Divisional Webpage Support

  • Works with faculty and staff to collect routine updates for the Division’s webpage. Working closely with Medicine IT, manages major redesigns of the webpage. Further develops the webpage to entice fellowship recruits, faculty recruits, and grant funding.

Assistant to Education Coordinators

  • Processes request for fellow expenses, invited speaker expenses, fellow / candidate lunches, dinners, etc.; ordering supplies for the fellows and for special conferences, etc. during fellowship interview season, assists with copying applications for distribution, preparing interview folders, name badges, escorting candidates from one appointment to the other, helps with setting up lunches, clean up, etc. Assists with preparation for weekly division conferences.

  • Other special projects, assignments, and duties as required.

Qualifications:

  • 2 years of post high school education: secretarial or word processing studies, or the equivalent.

  • At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants.

  • Advanced secretarial or word processing skills. The ability to take dictation at 100 words per minute and to transcribe at 55 words per minute. The ability to operate standard office machines and word processing equipment.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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