University of Rochester · 2 weeks ago
Exec Suppt Asst IV, Chair
Rochester, New York Metropolitan Area
Full-time
Onsite
Mid Level
$23.52/hr - $32.92/hr
3+ years expThe University of Rochester is a community committed to the values of equity, leadership, and integrity. They are seeking an Executive Support Assistant IV to provide high-level administrative support to the Department Chair and Senior Program Administrator in the Department of Obstetrics and Gynecology, managing complex operations and serving as a liaison between departmental leadership and stakeholders.
Health CareMedicalUniversities
Responsibilities
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
Other duties as assigned
Qualification
Required
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
Company
University of Rochester
The University of Rochester is a private research university located in Rochester, New York.
10001+ employees
H1B Sponsorship
University of Rochester has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (234)
2024 (126)
2023 (130)
2022 (106)
2021 (100)
2020 (92)
Funding
Current Stage
Late StageTotal Funding
$20.43MKey Investors
National Science FoundationUnitedHealthcareSociety to Improve Diagnosis in Medicine
2023-09-25Grant· $18M
2023-07-26Grant· $0.07M
2022-09-20Grant· $0.05M
Leadership Team
David Linehan
Chief Executive Officer
Recent News
2025-12-04
Company data provided by crunchbase