Administrative Assistant

Rochester Regional Health; City of Rochester (NY); On-site; USD 62,000 - 69,000; Full time

Job summary

Rochester Regional Health seeks an Administrative Assistant in Potsdam, NY to support the PHYS PRACTICE MGT department. This role applies advanced knowledge of office administration to proactively prioritize work, establish efficient processes, and resolve operational challenges while representing leadership and the organization.

Responsibilities include creating and improving office systems, managing multiple projects, handling confidential information, delivering exceptional customer service,

Qualifications

• Two years experience in administrative services in a business office setting.
• Associate’s degree in secretarial science or related field, or two years of business-related college.
• Experience in a healthcare or service industry environment
• IAAP certification as a Certified Administrative Professional
• Notary Public

Responsibilities

• Office Administration: Create and continuously improve highly effective office systems, processes and procedures by analyzing current and anticipated office needs and providing an efficiently organized means of meeting identified needs.
• Project Management: Manage multiple concurrent projects, processes and assignments, ensuring quality outcomes delivered on time; assist with project planning, prioritization and organization to ensure successful project focus and outcomes; follows up with others on project deliverables to ensure project/goal accomplishment within established timeframes. Coordinates travel itineraries and arrangements for medical staff recruitment and dignitaries.
• Information Administration: Manage office information, including hard copy and electronic files and data, ensuring appropriate confidentiality of information access and retrieval; utilizes office information systems for on-demand information retrieval, preparation of communications and reports.
• Customer Service: Provides service excellence to internal and external customers through office reception practices, communication management practices, professionally managing customer needs and concerns, anticipating and responding to customer requests, or making active referral to subject matter expert/decision-maker that can fulfill the customer’s request.
• Communication: Ensures essential communication is composed, produced, organized, and disseminated for specific recipients, including managing electronic and hard copy mail, preparation of board meeting announcements, correspondence to internal and external recipients, preparation of information packets, responding to telephonic, electronic and hard copy communication.

Skills

Administrative experience

Education

Associate’s degree in secretarial science or related field

Two years of business‑related college

Job description

Job Title: Administrative Assistant

Department: PHYS PRACTICE MGT

Location: SLH 50 Leroy Street Potsdam, NY 13676

Hours Per Week: 40

Schedule: Mon - Fri (8am - 4:30pm or 5pm (depending on lunch hour))

Summary

This role applies advanced knowledge of office administration to proactively prioritize work, establish efficient processes, and resolve operational challenges. As a high-visibility position, this individual serves as a professional and positive representative of executive leadership, the department, and the organization, demonstrating excellent communication and customer service skills in all interactions.

Responsibilities

• Office Administration: Create and continuously improve highly effective office systems, processes and procedures by analyzing current and anticipated office needs and providing an efficiently organized means of meeting identified needs.
• Project Management: Manage multiple concurrent projects, processes and assignments, ensuring quality outcomes delivered on time; assist with project planning, prioritization and organization to ensure successful project focus and outcomes; follows up with others on project deliverables to ensure project/goal accomplishment within established timeframes. Coordinates travel itineraries and arrangements for medical staff recruitment and dignitaries.
• Information Administration: Manage office information, including hard copy and electronic files and data, ensuring appropriate confidentiality of information access and retrieval; utilizes office information systems for on-demand information retrieval, preparation of communications and reports.
• Customer Service: Provides service excellence to internal and external customers through office reception practices, communication management practices, professionally managing customer needs and concerns, anticipating and responding to customer requests, or making active referral to subject matter expert/decision-maker that can fulfill the customer’s request.
• Communication: Ensures essential communication is composed, produced, organized, and disseminated for specific recipients, including managing electronic and hard copy mail, preparation of board meeting announcements, correspondence to internal and external recipients, preparation of information packets, responding to telephonic, electronic and hard copy communication.

Minimum Qualifications

• Two years experience in administrative services in a business office setting

Preferred Qualifications

• Associate’s degree in secretarial science or related field, or two years of business-related college.
• Experience in a healthcare or service industry environment
• IAAP certification as a Certified Administrative Professional
• Notary Public

Required Licensure/Certifications

• None

Physical Requirements

Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67–100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver’s license.

For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements.

Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

Pay Range

$62,350.00 - $69,400.00

City

Potsdam

Postal Code

13676

The listed base pay range is a good faith representation of current potential base pay for a successful full time applicant. It may be modified in the future and eligible for additional pay components. Pay is determined by factors including experience, relevant qualifications, specialty, internal equity, location, and contracts.

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.