Administrative Assistant - Regional Operations

University of Rochester; United States; On-site; USD 30,000 - 43,000; Full time

Job summary

The Administrative Assistant - Regional Operations at the University of Rochester provides comprehensive administrative and operational support to Wilmot Cancer Institute's regional cancer program, assisting with day-to-day operations across multiple clinical locations and coordinating communications among leadership, providers, and staff.

Responsibilities include calendar management, meeting coordination, preparing reports and materials, maintaining confidential files, and tracking action items

Qualifications

• Associate's degree and 2 years of relevant administrative experience required
• Bachelor's degree preferred
• Or equivalent combination of education and experience

Responsibilities

• Coordinate calendars, meetings, conference calls, agendas, minutes, and follow-up activities.
• Prepare correspondence, reports, presentations, spreadsheets, and other administrative materials.
• Maintain organized electronic files, records, and confidential information.
• Assist with regional communications and distribution of operational information to appropriate stakeholders.
• Coordinate administrative needs across multiple Wilmot regional locations.
• Provide onboarding, scheduling, and operational support for providers and staff across regional sites.

Skills

Confidentiality

Organizational skills

Time management

Education

Associate's degree

Bachelor's degree preferred

Or equivalent combination of education and experience

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):

275 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 500054 SMH Hem/Onc - Strong West

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:

The Administrative Assistant - Regional Operations provides comprehensive administrative and operational support to Wilmot Cancer Institute's regional cancer program. This position supports the day-to-day operations of multiple clinical locations and serves as an important administrative resource for regional leadership, providers, clinical teams, and support staff. The Administrative Assistant is responsible for coordinating administrative activities, maintaining effective communication across regional locations, supporting meetings and projects, monitoring operational follow-up, and assisting with initiatives that promote efficient patient access and a consistent patient experience across the Wilmot regional network. This position requires a high level of organization, professionalism, discretion, follow-through, and the ability to independently prioritize competing demands in a complex healthcare environment.

ESSENTIAL FUNCTIONS

Provide administrative support to Regional Operations leadership and designated regional clinical and administrative leaders. Coordinate calendars, meetings, conference calls, agendas, minutes, and follow-up activities. Prepare correspondence, reports, presentations, spreadsheets, and other administrative materials. Maintain organized electronic files, records, and confidential information. Assist with regional communications and distribution of operational information to appropriate stakeholders. Coordinate administrative needs across multiple Wilmot regional locations.Support regional operational initiatives and special projects from planning through completion. Track assigned action items, deadlines, and follow-up requirements to ensure timely completion. Assist leadership with gathering, organizing, and monitoring operational data and reports. Identify administrative or operational issues requiring escalation and ensure appropriate follow-through. Assist with implementation of standardized processes across regional locations. Coordinate information and activities between regional sites and central Wilmot operations.Schedule and coordinate regional meetings and workgroups. Develop meeting agendas and materials and document meeting outcomes and action items. Maintain project trackers and assist with monitoring deliverables. Support presentations, leadership meetings, site visits, and regional initiatives. Assist with preparation for new programs, services, provider transitions, and operational changes.Provide administrative support related to provider and staff onboarding, transitions, scheduling, and operational needs. Coordinate communication among providers, managers, clinical staff, and administrative teams. Assist with maintaining current provider and site information. Support regional leadership with staff communications and organizational activitiesCollect, organize, and maintain operational information for regional leadership. Assist with routine reporting, audits, tracking tools, and performance-monitoring activities. Maintain spreadsheets, databases, dashboards, and other tracking mechanisms. Ensure information is accurate, timely, and appropriately maintained.Serve as a professional point of contact for administrative questions and requests. Communicate effectively with physicians, APPs, nurses, administrative leaders, staff, patients, and external partners. Demonstrate professionalism and discretion when handling confidential patient, employee, and organizational information. Promote a collaborative and service-focused environment across regional locations.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 manage