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, 14642 **Opening:** Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 400616 Psychiatry M&D Addiction Psych Work Shift: UR - Day (United States of America) Range: UR URG 106 H Compensation Range: $21.36 - $29.90 _The 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:** GENERAL PURPOSE: With direction and some latitude for independent judgment, provides administrative assistance to Addiction Psychiatry Division Senior Leadership. Serves as principal assistant to the Academic Division Chief of Addiction Services, as well as some administrative support for training and education needs within addiction psychiatry. Manages specialized support functions; Performs routine and non-routine duties, requiring advanced secretarial skills and knowledge. Subscribes to the Department’s goal of creating a culturally competent environment by treating patients, patient’s families, trainees, research subjects and co-workers in a sensitive and caring manner with appropriate attention to cultural differences. Participates in available cultural competence events and training. Carries out responsibilities with considerable latitude for independent judgment. Fosters and enables a positive work environment by modeling the I CARE values. Reports to the Practice Manager of Addiction Services. **SCHEDULE** 8:00AM - 4:30PM **ESSENTIAL FUNCTIONS** **Leadership Support:** + With general guidance as to priorities, manages the time and calendar of Addiction Psychiatry Chiefs and Leadership listed in above summary, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access to the directors. + Responsible for the coordination for 3-5 faculty personnel schedules and calendars. + Assists Leadership in preparing for various meetings and projects. Takes meeting minuets for all academic division meetings. + Arrange and maintain travel itineraries, conference/travel requests, vouchers, and expense reports, payment requests. Prepare and submit all reimbursements for Academic Chief and associates. + Coordinates annual conference, didactic series and other special events as needed. + Creates advertising materials to promote the Addiction Psychiatry’s services, Education Series and other educational and trainings activities. + Supports special project Committees and activities as assigned. + Relays the chiefs’ instructions, preferences and concerns, and obtaining reports or recommendations. Assures that Program, Department and/or Hospital officials and others concerned are informed of decisions. + Anticipates the needs from and obtains background material for decisions and conferences. Compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches. Prepares and signs Compiles research related reports and communications. routine correspondence; composes correspondence on policy or other substantive matters. + Responsible for all grant related communications with the IRB, as directed by the Academic Division Chief or associates. **Administrative Support:** + Assist in management of Addiction Psychiatry’s contracts including tracking all contract related documents from negotiation to execution. + Assist with the development and administration of Patient Satisfaction Surveys and other patient related surveys for the Addiction Psychiatry; compiles survey results into aggregate data on spreadsheets reports. + Edits and publishes training notices, announcements of symposia and minutes of administrative meetings. + Arranges access to all needed software systems for new staff/faculty and troubleshoots system access issues for all staff/faculty as needed + Responsible for maintenance and filing of all non-faculty and non-nursing staff’s personnel files (except for Nursing and Faculty files) + Coordinate onboarding of new staff/faculty and assists with orientation, etc. + May plan and direct the work of volunteers. And other duties as assigned by the Sr. Director. + Acts as liaison between clinical, research, and training education divisional needs for the department. + Responsible for ordering and invoicing for any academic division needs, as directed by academic chief or faculty. + Works to create and distribute The Academic Addictions division newsletter + Serves as the grant initiatives liaison with the grant management team. Works as a social media liaison between the academic division and the department. **Clerical Support:** + Coordinates the clerical and other support services of the Director’s office. + Performs duties including but not limited to; triage of calls and visits, maintaining files and ordering/maintaining of office supplies, arranging travel and other accommodations. + Typing of routine and non-routine correspondence. **Customer Satisfaction:** + Assures I CARE values are demonstrated by all staff at all times. Acts as an excellent representative of the unit at departmental, service and institutional meetings. Serves as point person for the management of patient complaints regarding front end operations and in this role, serves as a front-line problem solver. Answers correspondence and other inquiries involving the interpretation of University as well as departmental policy, regulations, procedures, etc.; guides subordinates on replies to routine correspondence. + Acts as a liaison with physicians, staff and with other community health, social and government agencies. Develops and plans coordination of training programs/conferences for staff. Plans and establishes meetings, conference symposia etc., and coordinates the arrangements and preparation of program literature, brochures and other materials. + Handles time sensitive confidential information, direct communication with Addiction Psychiatry Chiefs and Leadership **Other duties as assigned** **QUALIFICATIONS** + College Degree or an equivalent combination of education and experience required. + Bachelor’s level degree preferred. + 3 years of relevant administrative work experience required. + Strong knowledge and skill in the use of computer-based systems required. + Or equivalent combination of education and experience required. + Excellent organization, communication skills and attention to details preferred. + Demonstrates ability to function independently and effectively, with minimal direction within a diverse workplace preferred. + Experience in University/ Hospital settings helpful preferred. + Excellent written and verbal communication skills preferred. + Proficient in Microsoft Office Programs, Adobe, Canva preferred. + Ability to think strategically and operationally at the same time preferred. + Ability to think critically and systemically preferred. + Ability to establish and maintain cooperative working relationships with individuals at all levels of the organization preferred. + Ability to promote and advance diversity, equity, and inclusion preferred. + Ability to work independently and meet deadlines preferred. + Experience with electronic medical records preferred. **EOE Minorities / Females / Protected Veterans / Disabled:** The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations. Notice: If you are a **Current** **Employee,** please **log into myURHR** to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. **Learn. Discover. Heal. Create.** Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.