University of Rochester · 1 month ago
Administrative Assistant IV
Rochester, New York Metropolitan Area
Full-time
Onsite
Entry, Mid Level
$21.36/hr - $29.90/hr
2+ years expThe University of Rochester is committed to a culture of inclusivity and excellence. They are seeking an Administrative Assistant IV to provide high-level administrative support for the Perioperative Services department, managing calendars, organizing meetings, and assisting with HR matters.
Health CareMedicalUniversities
Responsibilities
Proactively and effectively manages the time and calendar of Perioperative Services' leadership. Anticipates the needs of the leadership team
Schedules meetings and events for the Director of Perioperative Nursing, Assistant Directors and Nurse Managers
Oversees all arrangements for business meetings and events sponsored by the department by securing onsite/offsite location; presentation materials; IT requirements; catering; reservations, etc
Schedules Division's shared conference room space
Manages all daily operations of the office including mail
Records, maintains, and distributes agendas, obtains information, distributes minutes from the Assistant Director Meeting and Perioperative Nurse Manager Meeting held biweekly; follows up on action items as requested
Assists with Division communications
Copying, scanning and faxing
Assists with developing PowerPoint slide and poster presentations
Composes routine and ad-hoc correspondence
Prepares and tracks Capital paperwork, identifies and addresses invoice discrepancies
Strong knowledge and frequent usage of McKesson Supply Chain Management (PMM) in the processing, receiving, and follow-up of capital purchases for the operating room
Responsible for Division scanning of all forms and paperwork for electronic filing promptly
Routes and tracks signature process for personnel forms/salary distribution changes
Identifies and pursues issues (non-personnel) related to monthly reconciliation, including undocumented expenditures, payment follow-up, etc. Researches, follows up and collects supporting documentation identified as missing through the department's monthly account reconciliations
Processes expense reports, requests for payments, cataloguing files and documents
Requests for payment, travel and conference, 312 requisitions, employee expense reimbursements, etc
Orders supplies, reconciles packing slips, and distributes/stores purchased items, keeping office supplies organized and accessible
Initiates all procurement orders including University SOLO items
Monitors department budgets for nursing, and manages paperwork submissions for reimbursement
Assists with preparation and orientation of new faculty and staff, including computer and phone set up, building access, keys, etc. as well as acting as the new hire's initial point of contact
Responsible for locker assignment for all OR staff
Serves as OR Gatekeeper by providing specific OR swipe access, both initiating and deactivating as needed
Routinely responsible for obtaining swipe reports used to monitor swipe discrepancies
Grants all Perioperative staff with initial access to scrubs
Acts as direct liaison between staff and Cintas (scrub vendor) for all matters regarding scrub maintenance
Efficiently resolves scrub discrepancies through internal tracking mechanism and working with Cintas
Assists with HR matters, such as, scheduling interviews and maintaining accurate logs of candidates interviewed and hired
Verifies and approves time for staff in Perioperative Services
Maintains time-off calendar
Processes various HR forms
Act as Division Ambassador by maintaining an open demeanor and helpful resource to individuals from both within and outside of the Division
Provides cross-coverage for Sterile Processing administrative assistant, which requires the management of the monthly billing as well as other duties
Qualification
Required
Associate's degree and 2 years of relevant administrative experience required
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
Preferred
Bachelor's degree preferred
Or equivalent combination of education and experience
Company
University of Rochester
The University of Rochester is a private research university located in Rochester, New York.
10001+ employees
H1B Sponsorship
University of Rochester has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (234)
2024 (126)
2023 (130)
2022 (106)
2021 (100)
2020 (92)
Funding
Current Stage
Late StageTotal Funding
$20.43MKey Investors
National Science FoundationUnitedHealthcareSociety to Improve Diagnosis in Medicine
2023-09-25Grant· $18M
2023-07-26Grant· $0.07M
2022-09-20Grant· $0.05M
Leadership Team
David Linehan
Chief Executive Officer
Recent News
2025-12-04
Company data provided by crunchbase