Administrative Assistant - Regional Operations

001 University of Rochester; Wilmot (AR); On-site; USD 62,408,000 - 87,480,000; 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. You will coordinate calendars, meetings, and communications, assist with data reports, and help ensure consistent patient access and a high-quality regional experience.

The role requires strong organization, discretion, and the ability to prioritize in a complex healthcare setting, with daily

Qualifications

• Associat e degree and 2 years of relevant administrative experience required.
• Bachelor’s degree preferred or equivalent combination of education and experience.
• Strong knowledge of Microsoft Office and healthcare systems preferred.

Responsibilities

• 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.

Skills

Organization

Prioritization

Communication

Discretion

Attention to detail

Education

Associate degree

Bachelor’s degree preferred

Tools

Microsoft Office

Epic

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 activities.
• Collect, 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.
• Serveas 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 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
• Experience within an academic medical center, cancer center, or complex healthcare organization preferred
• Experience supporting multiple clinical locations or regional operations preferred
• Familiarity with Epic or other electronic health record systems
• Experience with healthcare scheduling, patient access, reporting, or project coordination preferred
• Strong attention to detail and demonstrated follow‑through preferred
• Ability to work effectively with multiple departments, leaders, and clinical teams preferred
• Demonstrated customer service skills preferred
• Core competencies including Organization and Prioritization, Communication, Customer service, Accountability and Follow‑through, Problem solving, Attention to detail, Collaboration, Adaptability, Professionalism and Discretion, Project coordination; preferred

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.