Administrative Assistant IV

University of Rochester; City of Rochester (NY); Hybrid; USD 30,000 - 43,000; Full time

Job summary

The University of Rochester is seeking an experienced Administrative Assistant for the Sovie Center for Advanced Practice. You will provide executive-level support, manage calendars, prepare communications, and coordinate APP education initiatives.

You will handle confidential information, support onboarding, and assist with events and compliance. Strong MS Office skills and excellent organizational abilities are essential in this role at a premier research university.

Qualifications

• Associate's degree and 2 years of relevant administrative experience required.
• Bachelor's degree preferred or an equivalent combination of education and experience.
• Strong organizational and confidential data handling skills.

Responsibilities

• Serve as principal administrative assistant to Sovie Center Administrators and Education leadership.
• Manage complex calendars, coordinate meetings, prepare agendas and correspondence.
• Develop communication materials and maintain compliance records.
• Coordinate APP education orientation, onboarding, and rotations.
• Plan events, manage logistics, and support cross-department projects.

Skills

Calendar management

Confidentiality

Communication

Microsoft Office

Education

Associate's degree

Bachelor's degree

Tools

Microsoft Office

Job description

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 The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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.

Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.