Exec Support Admin I Job at University of Rochester (Rochester)

Job Description

Under general guidance and with significant latitude for independent judgment, initiative and discretion, provides comprehensive executive-level administrative and operational support to the Chief Clinical Officer (CCO). This position works closely with and acts as a liaison to other administrative staff within the University, medical center, and health system affiliates. This role requires confidentiality, professionalism, exceptional attention to detail, and the ability to navigate the unique demands of academic medicine and patient care operations.

Job Responsibility

Manages the calendar for the CCO
Makes scheduling decisions based on knowledge of priorities
Anticipates needs and obtains background materials for decisions, conferences, and meetings
Independently compiles, edits, reviews and disseminates relevant materials
Develops, reviews, and disseminates presentation materials for use during meetings
Conducts fact-finding and composes responses to non-routine inquiries
Manages, tracks, triages and/or directly respond to the daily flow of incoming and outgoing requests and correspondence
Responsible for review, prioritization, and triage of internal and external correspondence, communication and inquiries
Assists with proofing and finalizing presentations, letters and committee minutes
Corresponds on behalf of the office with Medical Center leaders and external organizations
Represents the Chief Clinical Officer in communications with medical staff, department chairs, nursing leadership, and external healthcare partners
Ensures staff and clinical departments are informed of policy changes, regulatory updates, and clinical practice modifications
May support coordination of communications regarding clinical outcomes, patient safety events, and quality improvement initiatives
Supports administrative operations for clinical excellence initiatives and medical staff activities
With direction, updates action plan documents as needed
Works in conjunction with the Chief of Staff to support the CCO in monitoring action plans of key projects
Informs the CCO and project stakeholders of action plan changes and updates
Facilitates action items including scheduling follow up meetings
Assists with special projects that support the office as needed and assigned
Serves as primary coordinator for multiple events including meetings, conferences, and symposia
Prepares travel arrangements, coordinates logistics, and ensures appropriate detail is captured on the CCO’s calendar
Manages and maintains all confidential administrative records, files, and reports
Ensures office compliance with standard policy and procedures
Responsible for space, supplies and inventory
Maintains equipment listing, recommends replacement as required
Responsible for reviewing monthly expenses and variances for the office budget
Makes recommendations to remain within the approved budgets
Processes a variety of financial transactions, including invoices and reimbursements
Produces, monitors, and reconciles budget statements
researches, identifies, and resolves discrepancies
Partners with the Chief of Staff to the URMC CEO and the Executive Assistant to the CEO as needed

Requirements

Bachelor’s degree required
3 years of relevant experience required
or equivalent combination of education and experience required
Experience in an executive-level or healthcare administrative office setting preferred
Excellent interpersonal and communication skills required
Ability to interact with a broad range of internal and external constituencies, including senior executives required
Exceptional organizational and time management skills with a keen attention to detail required
Ability to exercise a high level of professionalism and discretion with respect to confidential and sensitive matters required
Ability to quickly and thoughtfully build and maintain relationships required
Ability to work both collaboratively and independently and meet deadlines required
Ability to multi-task and prioritize among competing demands and adapt to changing needs in a fast-paced environment required
Expertise in using Microsoft Office, Outlook, Excel, Word and PowerPoint required

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Exec Support Admin I

Job Description

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