Administrative Assistant 4

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:

500145 Solid Organ Transplant SMH

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

Under the direction of the Executive Director and the Director of Operations the Administrative Assistant IV provides high level administrative support of a complex and sensitive nature requiring attention to detail and adherence to timelines and the ability to work independently with a high degree of efficiency. With minimal direction and considerable latitude for independent judgment, performs routine and non-routine duties for the Director of Transplant Medical Services, the Chief of the Transplant Institute and other Transplant Institute providers and administrators requiring sensitivity to the needs and concerns inside and outside the department. Responsible for considerable departmental administrative details and duties requiring experience with policies, procedures and practices of the University.

ESSENTIAL FUNCTIONS

Complex Calendar Management & Meeting Scheduling

• Manage complex calendars, schedules high level meetings both within and outside the medical center and schedules international meetings as required.   
• With general guidance as to priorities, manages the time and calendar of the Director of Transplant Medical Services, Chief of the Transplant Institute and other transplant institute providers, choosing or recommending among competing demands on time. 
• Represents assigned leader in contact with internal and external partners as needed, frequently anticipating the leaders’ instructions, preferences and concerns and obtaining reports or recommendations.
• Handles confidential and sensitive information with discretion.

Office administration & High-level support for Director

• Assists Director of Transplant Medical Services and Chief of the Transplant Institute by obtaining background material for decisions and presentations. Conducts research and compiles data for reports and presentations.
• Edits and checks accuracy of material for reports, correspondence, publications and presentations/speeches.
• Prepares and signs routine correspondence.
• Records, maintains, and distributes agendas for a variety of meetings.  Follows up on action items as requests.  
• Assists Transplant leadership and other providers with travel arrangements, including domestic and international travel including potential visa needs, following UR policies. 
• Manage comprehensive inventory and procurement processes for both research and office supplies and equipment, ensuring optimal stock levels and efficient distribution
• Routes and tracks signature process for personnel changes as requested.
• Assists with complex interview schedules and planning faculty candidate visits including flights, hotel, dinners and local transportation as well as reimbursement for candidate expenses.
• Assist in scheduling team member interviews including ancillary team members and administrative staff as requested. 
• Integrates best practices to enhance the efficiency and effectiveness of delivery of services. Maintains relationships and collaborates with various divisions.

Finance Support

• Prepares and tracks expenditures related to grant, research and practice accounts for Transplant Leadership and any other assigned providers.
• Identifies and investigates issues (non-personnel) related to monthly account reconciliation, including undocumented expenditures, payment follow up, etc. 
• Research, follow up and collect supporting documentation identified as missing through the department’s monthly account reconciliations.
• Provides reports and tracking data as requested.
• Initiates procurement orders as needed.
• Processes expense reports, requests for payments, ensuring proper documentation is provided. 

Meeting & Event Management:

• Participates in planning and coordinating transplant events including large scale meetings and CME events. 
• Serves as an active member of the Transplant Celebration Committee and helps coordinate appropriate team member recognition
• Participate with the committee to organize and plan patient recognition and donation events (i.e. annual Rochester River Run 5K with over 900 attendees),
• Requires organizational skills, attention to detail and excellent teamwork.

Other Divisional/Institute Support

• Acts as division/institute ambassador by maintaining an open demeanor and helpful resource to individuals within and outside of the division/institute
• Provides cross coverage for other administrative support personnel within the Institute
• Assists with maintaining Institute time away calendar
• Inputs call schedules into provider calendars
• Assists with division communications
• Schedules institutes shared conference room space
• Assists with daily office operations
• Performs other related duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• Associate’s degree required,
• Bachelors degree, background/interest in science is desirable but not required
• 2 years relevant administrative experience required
• or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• 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
• Excellent problem solving and decision making skills preferred
• Experience in a university or healthcare setting preferred
• Experience with Workday preferred
• Strong attention to detail and the ability to juggle multiple projects and priorities preferred.
• Experience working in a team setting is preferred.  This position requires a high level of interaction with many different team members including nurses, APPs, physicians, surgeons, social workers, nutritionists, pharmacists, financial counselors and administrators preferred. 

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.