Full Time 40 hours Grade 009 Marketing Med Ctr Schedule 8 AM-5 PM Responsibilities Job Summary With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly administrative skills and proficiency for the Department of Marketing. Serves as the principal assistant to the AVP of Marketing and Is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within a specific division, or in other demonstrated and related equivalent situations. Reporting to the AVP, the Administrative Assistant provides comprehensive support and assistance with day-to-day activities, exercising independent judgment and creativity. In addition to supporting the AVP, the Assistant will provide support for the Marketing Specialists, Marketing Coordinators, and others, as requested. Essential to the job are strong interpersonal, organizational, and communication skills. Responsibilities Manages the activities of the AVP of Marketing, including prioritizing time commitments, organizing and coordinating arrangements for meetings and travel arrangements, making judgments as to the importance and priority of the request; collects, organizes and distributes highly confidential marketing information on behalf of the AVP; represents the AVP by acting as a resource for inquiries, both internal and external, which often requires quick judgments and decisions, in order to satisfy the inquiry in a timely manner concerning the AVPâ™s position and responsibilities; relays the AVPâ™s preferences, concerns, and decisions to others; devises methods and procedures necessary to ensure the efficient and effective operation of the AVPâ™s office. On behalf of the AVP, plans and arranges for meetings, special events, consultant visits, candidate interviews, including arrangements for facilities, equipment, travel and accommodations for consultants/candidates; prepares and coordinates schedules with appropriate senior management, and department heads; escorts consultant/candidate to various meetings; serves as principal contact with the Marketing Department providing general information and suggestions in a polite knowledgeable manner. On behalf of the department plans and arranges for meetings, special events, consultant visits, candidate interviews, including arrangements for facilities, equipment, travel and accommodations for consultants/candidates.Prepares and coordinates schedules with appropriate senior management and department heads; escorts consultant/candidate to various meetings; serves as principal contact with the Marketing Department providing general information and suggestions in a polite knowledgeable manner. Works independently.Responds to correspondence including specific requests about the Medical Center on procedural marketing related issues.This often includes investigative efforts to insure that correct information is passed along, as well as appropriate follow-up work.Screen telephone calls, analyzes the situation making judgments affecting the outcome, and re-directs to appropriate staff.This requires patience and an understanding of Medical Center and University organization and policies. Prepares departmental presentations using Power Point.Creates spreadsheets upon the request of Director/Associate Directors, and other Marketing staff containing information gathered from surveys, questionnaires, etc. using extensive Excel functions, such as charting, formulas, etc. Maintains records and conducts correspondence with a variety of agencies and officials that provide a source for information to the Marketing Department. Orders supplies, premiums, software and other requests made by marketing staff and performs other duties as assigned, including special project support. Qualifications 2 years of post-high school education in secretarial studies or the equivalent. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Prefer College degree or an equivalent combination of experience and training. Requires demonstrated competence in project management with strong communications, organizational and computer skills (Word, Excel, Power Point, Access, etc.). Must be team player, self-motivated, and able to juggle multiple priorities.
The University of Rochester is one of the country's top-tier research universities. Our 158 buildings house more than 200 academic majors, more than 2,000 faculty and instructional staff, and some 11,100 students.
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