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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:

910396 URMFG Executive Office

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

_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:

GENERAL PURPOSE

With general direction and considerable latitude, serves as department coordinator and project manager for the Senior Director of Strategic Initiatives, AVP of Regional Recruitment and Digital Health Team.

The Department Coordinator maintains a positive service orientation while interacting with departments, senior leadership, clinical chairs and chiefs, and co-workers in resourcefully accomplishing enterprise objectives and goals. The Department Coordinator must maintain a standard of absolute confidentiality of faculty practice management information. Most importantly, the Department Coordinator must efficiently manage competing and constantly changing priorities in support of multiple enterprise level priorities.

FUNCTIONS AND EXPECTED PERFORMANCES

+ Reports directly to the Executive Support Administrator of URMFG and provides administrative support to Senior Director of Strategic Initiatives, AVP of Regional Recruitment and the Digital Health Team.

Administrative (30%)

+ Manages all daily operations including mail, purchasing supplies, expense reports, requests for payments, cataloguing files, and documents. Answers phone line; resolves and responds to all customer requests in a timely, efficient manner.

+ Drafts meeting minutes and assists with presentation development using Microsoft Office.

+ Plans and makes all administrative arrangements for meetings and special events, including meeting facilities and equipment. Responsible for all administrative arrangements for various events which require travel, registration, and hotel accommodations.

+ Composes and signs correspondence. Compiles, edits, and assures accuracy of all materials for reports, correspondence, publications, and presentations. Responsibility for review, prioritization, and triage of internal and external correspondence, communication, and inquiries.

+ Writes and edits documents from letters to reports and instructional documents.

+ Prepares communications, such as memos, emails, invoices, reports, and other correspondence.

+ Anticipates needs and produces or obtains background materials for decision/conferences/meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings. Attends and distributes minutes to the participants of various committee meetings. Has overall responsibility for integrity of data and quality of finished product being received by participants.

+ Other duties as assigned including assisting with special projects for Senior Director of Strategic Initiatives and the Digital Health Team.

+ Ensures office compliance with standard policy and procedures. Conducts fact-finding and composes responses to non-routine inquiries.

+ Under general direction as to policies and priorities, manages all administrative functions for office including the management, progress, and completion of incoming and outgoing deadlines.

Financial Administration (10%)

+ Reconciles ledgers, submits journal entries, and provides monthly financial reporting to Sr. Director of Strategic Initiatives on YTD expenses.

+ Prepares all invoices, transfers, and other administrative tasks using Workday and other fiscal management systems as required.

+ Collaborates with purchasing to establish vendor contracts as needed.

Scheduling (40%)

+ Manages time and calendar for Sr. Director of Strategic Initiatives and/or recommending among competing demands on time and refer matters to be managed by others.

+ Provides scheduling support to the Sr. Director of Strategic Initiatives, AVP of Regional Recruitment and the Digital Health team to support the work of various enterprise initiatives.

+ Represents leaders in contact with other University leaders, external organizations, relaying and anticipating senior leadership instructions, preferences, and concerns. Assurers the Senior Director and AVP are informed of decisions.

+ Develops a weekly overview of Sr. Director of Strategi Initiative’s schedule and supports development of agendas and materials needed for discussions. Prepares and/or organizes background information.

Project Management (20%)

+ Assists with project management duties associated with different initiatives, including preparing Power Point presentations, Visio workflows, timelines.

+ Attends meetings, take notes, distribute minutes, and follow up on action items.

+ Updates dashboards and tracks project metrics.

QUALIFICATIONS

Background Expectations:

+ Excellent organizational and critical thinking skills.

+ Excellent communication skills

+ Excellent customer service skills

+ Ability to work in a team setting with all levels of management and staff.

+ Working knowledge of Microsoft Suite (Word, PowerPoint, Excel)

Requirements:

+ Associate’s degree

+ 2 years of relevant, executive level administrative experience

OR

+ An equivalent combination of education and experience

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 Classes). 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.

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Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better.

If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals

At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.