Executive Support Admin I - Pharmacy

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:

500160 Pharmacy SMH

Work Shift:

UR - Day (United States of America)

Range:

UR URG 109 H

Compensation Range:

$26.90 - $37.66

Responsibilities:

GENERAL PURPOSE
Under the general direction of the Supervisor of Staff Administration, the Executive Support Administrator I provides high-level administrative support and coordination for the Chief Pharmacy Officer. This role serves as a key liaison between the Chief Pharmacy Officer and internal departments, external partners, and executive-level stakeholders. The individual is responsible for organizing and preparing materials for meetings, presentations, and lectures, while ensuring smooth daily operations. The position involves frequent interaction with senior health system leadership and plays a critical role in facilitating communication and coordination with C-suite executives.

ESSENTIAL FUNCTIONS

• Manages daily calendars for Chief Pharmacy Officer.
• Plans appointments and events, exercising high level discretion and authority in scheduling.
• Independently makes decisions as to schedule and priorities.
• Coordinates daily calendars with other key individuals such as, but not limited to, other University leaders, internal staff, Deans, Directors, and Senior Administrators, as well as the external community, healthcare, and higher education leaders and contacts.
• Acts as the point of contact between executives and employees/clients, independently providing factual information within established limits.
• Manages phone calls and emails, responding as appropriate and/or triaging.
• Anticipates the needs from and obtains background material for decisions.
• Conducts research and compiles data for reports and presentations.
• Edits and checks accuracy of material for reports, correspondence, publications, and speeches.
• Prepares and signs routine correspondence.
• Composes correspondence on policy or other substantive matters.
• Schedules meetings, makes travel arrangements, and organizes daily calendars in a timely and proficient manner, often times exercising discretion.
• Plans appointments and events, including contact with internal and external providers.
• Communicates details, required support, and expected outcomes.
• If necessary, has authority to commit funds within established limits.
• Acts as the point of contact, including executives, trustees, faculty, staff, students, clients, and agencies and organization.
• Creates regular reports and updates internal databases, maintaining responsibility for content, data, and data integrity.
• Researches data to ensure reports are accurate and timely.
• Handles confidential and sensitive information with discretion.
Other duties as assigned to include cross training on other Administrative Assistant tasks to support the department.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor’s Degree or equivalent combination of education and experience. Required
3 Years of related experience or equivalent combination of education and experience. Required

KNOWLEDGE, SKILLS AND ABILITIES

• Expertise in Microsoft Office Suite of Applications 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.