University of Rochester Advancement · 1 month ago
Administrative Assistant IV
Strong Memorial Hospital
Full-time
Onsite
Mid Level
$21.36/hr - $29.90/hrThe University of Rochester is committed to fostering a welcoming culture and is seeking an Administrative Assistant IV. This role provides high-level administrative support to the Perioperative Services leadership, managing schedules, facilitating communications, and overseeing various departmental operations.
Higher Education
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
High-level administrative support experience of a complex and sensitive nature requiring attention to detail and timelines
Ability to work independently with a high degree of efficiency
Extensive experience with policies, procedures, and practices of the University
Strong knowledge and frequent usage of McKesson Supply Chain Management (PMM)
Experience in preparing and tracking Capital paperwork
Ability to identify and address invoice discrepancies
Experience in processing expense reports and requests for payments
Experience in onboarding new faculty and staff
Ability to assist with HR matters, such as scheduling interviews and maintaining accurate logs of candidates
Experience in verifying and approving time for staff
Ability to maintain time-off calendar
Experience in processing various HR forms
Ability to provide cross-coverage for Sterile Processing administrative assistant
Company
University of Rochester Advancement
The University of Rochester, one of the nation’s top private research universities, has built a national caliber advancement program in support of the largest campaign in the University’s history.
Founded in 1946
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase