Administrative Assistant IV

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- 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: 500805 Sovie Center Staff - APPs

Work Shift:

UR
- Day (United States of America) Range: UR URG 106 H Compensation Range: $21.78 - $30.53 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:
Serves as the principal administrative assistant to the Sovie Center for Advanced Practice Administrator, Assistant Director for Education, and Assistant Director for Precepting. Provides advanced administrative, programmatic, and operational support for Advanced Practice Provider (APP) education, orientation, compliance, communications, and events. Coordinates multiple priorities, manages complex calendars, maintains compliance records, develops communication materials, and supports department-wide initiatives while exercising independent judgment and maintaining confidentiality.

Manage complex calendars for the Administrator and Assistant Directors for Education and Precepting. Coordinate meetings, prepare agendas, maintain correspondence, and prioritize requests. Serve as primary point of contact for internal and external inquiries via phone and email. Provide day-to-day administrative support while anticipating operational needs.

Coordinate all APP orientation classes and onboarding activities. Create, assemble, and distribute orientation materials and packets. Maintain and update participant records in the eValue system. Support fellowship and APP education programs.

Develop flyers and promotional materials for Grand Rounds, CME, career fairs, fellowship events, and educational programs. Maintain and update the department intranet and website announcements. Manage department communications including newsletters, surveys, email campaigns, and social media content. Coordinate virtual meetings and webinars using Zoom and other video conferencing platforms.

Receive and document incoming phone and electronic requests for APP student precepted rotations. Assist with coordination of APP student access to all required systems including ISD accounts and EMR. Analyze data relating to APP student rotations and application/hiring trends.

Plan, coordinate, and execute APP education events, career fairs, fellowship activities, and other departmental programs. Coordinate logistics including registration, materials, vendors, meeting space, audiovisual support, and follow-up. Assist with departmental projects that improve communication and operational efficiency.

Maintain accurate records supporting APP compliance and audit readiness. Assist with compliance-related tracking and documentation. Ensure data integrity across department systems and databases.

Maintain confidential information and sensitive records. Coordinate office resources, supplies, and administrative processes. Perform other related duties as assigned.

Associate's degree and 2 years of relevant administrative experience required Bachelor's degree preferred Or equivalent combination of education and experience

• Ability to maintain confidentiality required
• Exceptional organizational, time management and administrative skills required
• Strong communication skills, both verbal and written required
• Strong technical skills, including a high level of proficiency in Microsoft Office required

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