Administrative Assistant

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:

Serves as the principal administrative assistant to the Sovie Center for Advanced Practice Administrator, Assistant Director for Education, and Assistant Director for Precepting. Provides advanced administrative, programmatic, and operational support for Advanced Practice Provider (APP) education, orientation, compliance, communications, and events. Coordinates multiple priorities, manages complex calendars, maintains compliance records, develops communication materials, and supports department-wide initiatives while exercising independent judgment and maintaining confidentiality.

ESSENTIAL FUNCTIONS

Executive & Administrative Support

• Manage complex calendars for the Administrator and Assistant Directors for Education and Precepting.
• Coordinate meetings, prepare agendas, maintain correspondence, and prioritize requests.
• Serve as primary point of contact for internal and external inquiries via phone and email.
• Provide day-to-day administrative support while anticipating operational needs.

APP Education & Orientation Program Coordination

• Coordinate all APP orientation classes and onboarding activities.
• Create, assemble, and distribute orientation materials and packets.
• Maintain and update participant records in the eValue system.
• Support fellowship and APP education programs.

Communications & Digital Content Management

• Develop flyers and promotional materials for Grand Rounds, CME, career fairs, fellowship events, and educational programs.
• Maintain and update the department intranet and website announcements.
• Manage department communications including newsletters, surveys, email campaigns, and social media content.
• Coordinate virtual meetings and webinars using Zoom and other video conferencing platforms.

APP Student Precepting Coordination

• Receive and document incoming phone and electronic requests for APP student precepted rotations.
• Assist with coordination of APP student access to all required systems including ISD accounts and EMR.
• Analyze data relating to APP student rotations and application/hiring trends.

Event Planning & Project Coordination

• Plan, coordinate, and execute APP education events, career fairs, fellowship activities, and other departmental programs.
• Coordinate logistics including registration, materials, vendors, meeting space, audiovisual support, and follow-up.
• Assist with departmental projects that improve communication and operational efficiency.

Compliance & Records Management

• Maintain accurate records supporting APP compliance and audit readiness.
• Assist with compliance-related tracking and documentation.
• Ensure data integrity across department systems and databases.

Office Operations

• Maintain confidential information and sensitive records.
• Coordinate office resources, supplies, and administrative processes.
• Perform other related duties as assigned.

Other 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

• Ability to maintain confidentiality required
• Exceptional organizational, time management and administrative skills required
• Strong communication skills, both verbal and written required
• Strong technical skills, including a high level of proficiency in Microsoft Office required

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.