Exec Support Admin, Digital Health Informatics

Informatics Office Administrator

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:

30 Corporate Woods, Brighton, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

900300 Office of Digital Health Innovation

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109

Compensation Range:

$55,955.00 - $78,336.00

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:

This role supports Informatics leadership in advancing digital health strategies by ensuring efficient administrative operations, accurate documentation, and seamless coordination of meetings and projects that enable technology adoption and workflow optimization. Performs administrative duties for the Chief Clinical Informatics Officer (CCIO), including supporting and coordinating daily operations of the informatics office, calendar management and logistical coordination, document development and dissemination, and office support. Provides resource and administrative support to CCIO and team members. Acts as liaison with internal and external groups, offices, and constituents. Compiles data, statistics and other information and materials for meetings, lectures, etc. Composes correspondence for CCIO review, approval, and signature. Plans events and performs special projects as assigned.

Essential Functions

• Schedules, maintains and prioritizes a calendar of appointments, meetings, and travel for the CCIO including informatics team and informatics led project meetings. Proactively reviews calendar(s) and understands priorities to effectively and appropriately control access. Chooses or recommends solutions among competing scheduling demands.
• Plans and organizes administrative items such as site selections, food and beverage selections, audio-visual arrangements and document development.
• Has primary responsibility for the preparation, management, and appropriate follow-up for the daily affairs of the CCIO.
• Schedules travel as required and confirms accuracy of travel details.
• Provides high-level meeting support, including scheduling complex large group meetings among multiple individuals and/or leaders, coordinating data requests, creating presentations, preparing formal meeting minutes and capturing significant action items. Monitors completion of action items for CCIO.
• Independently prepares documentation such as writing and drafting routine and confidential correspondence and memos on behalf of the CCIO, including correspondence with both internal and external parties. Makes decisions on format and layout and edits for accuracy and consistency of data. Compiles supportive graphics and reports.
• Works collaboratively with various University offices to develop agendas and ensure the CCIO is provided with all required materials before meetings and scheduled appointments.
• Ensures fiscal responsibility and program cost effectiveness for all events planned for meetings and agreed upon budgets, keeping spending within pre-approved limits. Oversees office arrangements and purchases to ensure cost effectiveness, compliance with University standards, and timely submission for payment or reimbursement.
• Tracks, records, and reconciles expenses and reimbursements, and ensures invoices are paid timely. Oversees and reconciles Pcard usage.
• Leads or assists with managing internal informatics office special projects, including, but not limited to, developing, implementing and monitoring project work plans, conducting research, drafting project materials and creating and implementing appropriate mechanisms for project communications and archiving. Supports operations, events, scheduling and staff to support institutional priorities. Partners with project and portfolio managers within the Office of Digital Health as appropriate.
• Answers, screens, and initiates telephone calls and greets visitors, providing procedural information and answering inquiries related to operational and substantive matters. Resolves problems and prioritizes needs requiring in-depth knowledge of policies and procedures.
• Maintains confidential data and files, including personnel files, personal data needed for emergency contact and escalation, and confidential communications.
• Maintains communication with regional counterparts in arranging regional business meetings and conferences. Represents the CCIO's office when speaking with regional counterparts and/or other individuals or stakeholders. Represents and serves as spokesman for communicating instructions and interpreting administrative matters to students, clients, faculty, staff, and the general public. Prepares or assists with reports, briefings, presentations, speeches and responses on institutional and strategic issues, as appropriate.
• Other duties as assigned.

Minimum Education & Experience

• Bachelor's Degree required
• 3 years of related experience required
• or equivalent combination of education and experience required

Knowledge, Skills and Abilities

• 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.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.