Executive Support Assistant

University-of-Rochester; City of Rochester (NY); On-site; USD 33,000 - 46,000; Full time

Job summary

The University of Rochester is seeking an experienced administrative professional to support the Office of the Chair in Radiation Oncology. The role handles calendar management, correspondence, and high-level staff coordination across regional and internal teams.

Responsibilities include drafting letters, coordinating meetings and travel, supporting the Department Heads and advancement activities, and ensuring financial efficiency for events and initiatives.

Qualifications

• Associate degree and 3 years related work experience, including at least 1 year in an executive administrative capacity in an academic office or project management.
• Bachelor's degree preferred or equivalent combination of education and experience.
• Proficiency in Outlook, Microsoft Office Suite, Access, and HRIS systems ideal.

Responsibilities

• Maintains calendar of appointments, meetings, and travel arrangements.
• Drafts correspondence and memos on behalf of the Chair and Division Chiefs.
• Supports Vice Chairs and Division Heads and their staff with day-to-day activities.
• Plans departmental events, prepares materials, and coordinates vendors.
• Acts as advancement liaison and manages donor relations as directed by Advancement office.
• Ensures fiscal responsibility of programs and events and adherence to budgets.

Skills

Interpersonal skills

Organizational skills

Communication

Attention to detail

Confidentiality

Education

Associate's degree

Bachelor's degree preferred

Tools

Outlook

Microsoft Office Suite

Access

HRIS

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, 14642Opening:Worker Subtype:RegularTime Type:Full timeScheduled Weekly Hours:40Department:500223 Radiation Oncology SMHWork Shift:UR - Day (United States of America)Range:UR URC 208 HCompensation Range:$24.00 - $33.60The 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:Performs routine and non-routine duties requiring high level administrative skills and proficiency for the Office of the Chair. Responsible for numerous departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University. Supports the Department Vice Chairs and Division Heads and their support staff by providing comprehensive staff assistance with day-to-day activities.ESSENTIAL FUNCTIONSMaintains communication with regional counterparts in arranging regional business meetings and conferences. Represents the office of the Chair when speaking with regional counterparts and/or leadership. Represents and serves as spokesman for department or project head in communicating instructions and in interpreting administrative matters to students, clients, faculty, staff, and the general public.Schedules, maintains, and prioritizes a calendar of appointments, meetings, and national and international travel. Plans and organizes administrative aspects such as agenda preparation, site selections, food and beverage selections, audio-visual arrangements, and document development.Independently prepares documentation, such as writing and drafting correspondence and memos on behalf of the Chair and Division Chiefs, including faculty appointment/reappointment letters, communication with vendors, communication across our affiliates, and with external organizations. Responsible for decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports.Drafts a monthly department newsletter for faculty and staff. Creates and updates publication lists for Chair and faculty. Prepares presentations with consistent layout, edits and formattingProduces monthly department faculty meeting agenda, meeting slides/presentation, and minutes.Provides practical project management, including organizing, scheduling, and coordination of departmental events such as visiting professorships, banquets, and alumni gatherings. Secures venues, coordinates invitations and printed materials, collects RSVPs, and communicates with vendors.Acts as department advancement liaison responsible for planning, implementing, and managing a comprehensive advancement program. Responsible for engaging key donors and creating and maintaining relationships to the institution under the direction of the department and Advancement office. Composes and drafts correspondence on behalf of the Chair. Identifies departmental and institutional events that align with donor values/interests and completes projects as necessary.Ensures fiscal responsibility of program and ensures program cost effectiveness for all events planned for meetings and agreed upon budgets. Ensures arrangements and purchases for the Chair's office are cost effective, meets all University standards, and are submitted for payment/reimbursement in a timely manner.Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.Other duties as assigned.MINIMUM EDUCATION & EXPERIENCEAssociate's degree and 3 years related work experience including at least 1 year in an executive administrative capacity in an academic office or project management, or the equivalent experience in business requiredBachelor's degree preferredOr equivalent combination of education and experienceKNOWLEDGE, SKILLS AND ABILITIESExcellent interpersonal, organizational, and communication skills both verbal and written requiredStrong attention to detail, proofreading ability, and the ability to maintain confidentiality at all times requiredProficiency in Outlook, navigating through Internet, knowledge of Microsoft Office Suite, Access, and HRIS System preferredThe 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.