Exec Suppt Asst IV, Chair Job at University of Rochester (Rochester)

Job Description

This position provides high-level executive administrative support to the Department Chair and Senior Program Administrator for the Department of Obstetrics and Gynecology. The role manages complex operations across a large academic department with over 400 personnel at more than 16 regional locations, serving as a critical liaison between departmental leadership and internal/external stakeholders. This position ensures seamless operations through strategic coordination of meetings, events, communications, and administrative processes.

Job Responsibility

Manage complex calendars for Department Chair and Senior Program Administrator, including appointments, meetings, and national/international travel with closed-loop processes
Independently prepare and edit correspondence, reports, presentations, and documents for departmental leadership
Exercise independent judgment in screening communications, triaging complex issues, and facilitating critical information flow
Maintain absolute confidentiality while ensuring seamless operational continuity
Serve as mentor and strategic resource to administrative team members, elevating departmental standards
Serve as department spokesperson in communications and primary liaison with stakeholders
Create and maintain publication lists, departmental communications, newsletters, and website content
Design workflows and documentation for recurring processes (faculty onboarding, compliance tracking, reporting)
Develop integrated dashboards and data validation protocols for real-time departmental insights
Manage comprehensive database systems, including distribution lists, directories, and organizational resources
Create visually compelling presentations with consistent branding and supporting analytics
Execute complex meeting coordination from intimate leadership sessions to large-scale departmental gatherings
Manage Grand Rounds programming, including speaker logistics and quarterly CME compliance reporting
Orchestrate departmental retreats, conferences, and recruitment events with full budget accountability
Coordinate faculty candidate visits and recruitment activities that shape departmental future
Produce comprehensive meeting materials, agendas, and documentation that drive organizational effectiveness
Project manage special projects and strategic initiatives that advance departmental goals
Streamline financial and administrative processes, vendor relationships, and resource management
Support accreditation and regulatory compliance efforts critical to departmental success
Drive digital transformation by replacing paper-based systems with efficient technological solutions
Develop comprehensive guides and documentation that enhance administrative excellence
Provide backup coverage for administrative staff

Requirements

Associate's degree
Bachelor's degree
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
Exceptional organizational, communication, and time management skills
Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
Ability to manage high-volume work and track multiple projects simultaneously
Excellent interpersonal skills for working with diverse audiences at all organizational levels
Strong attention to detail, accuracy, and ability to handle confidential information
Independent judgment, priority-setting, and deadline management capabilities
Customer service orientation and collaborative team approach
Adaptability and strong problem-solving skills

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Exec Suppt Asst IV, Chair

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