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University of Rochester Secretary IV - 227492 in Rochester, New York

Secretary IV Job ID 227492

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Offices for Medical Education





Performs routine and non-routine duties in support of the OMSIEP Pipeline, Research, International Student and Outreach Programs. Oversees and coordinates the International Visiting Student Program, coordinates the summer and year-out research application process for URSMD students, coordinates the high school and college pipeline program, assists with community service enrichment programs, and performs general office tasks.

This position is multi-project orientated, often with inflexible deadlines, and requires strong organizational skills with the ability to work under pressure on one or more projects simultaneously.


This section contains a description of the 4-7 separate duties and responsibilities that make up the position. Assign each responsibility a percentage of time (increments of 5% and no one responsibility greater than 25%) to total 100%. Select an indicator (Y/N) for essential function and remote work. Job Duties should be listed in order of percentage of time, with highest percentage first. When estimating percentage of time, it can be considered that 10% of a week is 5 hours or 5 weeks in a year.

International Medicine:

With general guidance from Director of Medical Student International Programs, oversees and coordinates all aspects of the International Visiting Student Program.

  • Facilitates International Medical Student Orientation and coordinates the required materials for all visiting international medical students.

  • Represents the OMSIEP Office with international exchange coordinators at partnering universities, URSMD Registrar, Bursar, International Services Office, and clinical elective coordinators and faculty in developing program ideas and best practices.

  • Reviews International Medical Student Program applications. Collects, tracks and deposits International Medicine fees.

  • Manages regulatory, health, and other international compliance requirements including, but not limited to: Elective documents, the NYS Child Abuse Registry, NYS Justice Center Code of Conduct and Vulnerable Persons Central Registration, NYS Infection Control, HIPAA and e-Records

  • Develops course schedules for international visiting students and coordinates with URSMD Registrar, International Services Office, and Elective Course Directors to ensure students are compliant with elective requirements.

  • Ensures visiting students follow proper immigration processes and compliance requirements; advises and counsels students; and resolves issues as needed.

  • Develops and maintains on-going working knowledge of University compliance requirements: HIPAA, e-Records, etc.

Research Programs:

With general guidance from the Assistant Director, Medical Scientist Training Program, coordinates summer and year-out research application process for 100-120 URSMD students.

  • Oversees year-out student compliance and monitors evaluations for year-out students.

  • Oversees student expense accounts, 506 form process for year-out and summer stipends.

  • Assists in advising students regarding requirements for the annual poster session and Abstract Journal.

Pipeline Programs:

With general guidance by the Director, Office of Medical Student Inclusion and Enrichment, assists with the coordination of pipeline programs and resources for high school and college students increasing physicians and scientists who have diverse social, ethnic and socioeconomic backgrounds.

  • Coordinates pipeline program applications

  • Assists with organizing high school students, physicians and staff for live and/or virtual Science and Technology Entry Program (STEP)

  • Assists with organizing high school students, physicians, and medical students for “What’s Up Doc”. Assists with the coordination of high school students and faculty for the live and/or virtual Rochester Scholars Program – Mini Medical School.

  • Coordinates the Rochester Early Medical Scholars Program (REMS) applicationsAssists the Director and Administrative Assistant with administering the Minority Associations of Pre-Health Students; manages inquiries and coordinates responses alongside the Director.

  • Supports the Director and Administrative Assistant with coordinating college student applications and executing the Summer Undergraduate Research Fellowship (SURF).

  • Assists the Director and Administrative Assistant with the coordination of college student applications and the 10 week hands on independent research project for the Summer Scholars Program.

Community Service Enrichment Programs:

With guidance from the Director of Medical Student Community Service Programs provides support to community-based organizations and assists with tracking participation in volunteer activities for consideration of an MD degree with Distinction in Community Service.

Office Tasks:

  • Answers multi-line phone system, provides accurate and concise information to customers; directs visitors and callers as appropriate to OME and/or University staff.

  • Assists in the tracking/monitoring of multiple ledgers, budgets, financial and grant information. Assists with grant reporting, writing and submission process.

  • Organizes calendar, makes travel and hotel arrangements as needed.

  • Provides the Office of Medical Student Inclusion and Enrichment Director with assistance with coordination of seminars, speaker series, special events, i.e., conferences special interest meetings, poster days, cultural heritage events, recruitment and related event support logistics.

  • Responsible for ordering supplies, preparing mailings, processing requests for payment, petty cash vouchers, travel and conference reports and purchase orders.

  • Responsible for Student Services Center front desk coverage and other student services projects, as needed.

  • Responsible for maintaining updated student database.

Other duties as assigned:

*Essential functions are those functions that the individual who holds or desires the position must be able to perform with or without a reasonable accommodation. A job function may be deemed essential based upon several factors such as whether: 1. the position exists for performance of the function; 2. the number of employees available who can perform the function and limitations on the ability to reassign it; or 3. the degree of skill or expertise required to perform the function.


Minimum Education:

  • 2 years of post high school education in secretarial studies or the equivalent

Required Experience:

  • At least 3 years of administrative experience, including 1 year in a position which demonstrated the ability to work with minimum supervision; or equivalent combination of education and experience

Required Knowledge, Skills & Abilities:

  • Advanced administrative skills. Proficiency in Microsoft Office and Adobe Professional.

  • Knowledge of Blackboard.

  • Excellent communication skills, including direct interpersonal skills with the aptitude to make independent judgments with minimal supervision.

  • Excellent organization and project management skills, with an ability to manage and prioritize multiple projects simultaneously, with keen attention to detail.

  • Ability to maintain confidentiality and privacy; ability to use discretion and sensitivity when interacting with others.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled