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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:

400075 Breastfeeding & Lactation Med

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

Provide administrative support to the Division of Neonatology, Department of Pediatrics Academic/Research/Clinical offices. This position requires attention to detail and ability to manage multiple high priority deadlines, and the ability to work independently with a high degree of efficiency. This role assists with day-to-day operations of the Division for over 30 faculty, fellows and staff. With a main focus on providing support for the faculty and staff of the Neonatology’s Clinical Research Group, Advanced Practice Providers (APPs), and Breastfeeding Medicine (BFM). With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for Division faculty, fellows and staff. Demonstrates ICARE* values in each of the major responsibilities.

ESSENTIAL FUNCTIONS

Perform Secretarial Duties Requiring Advanced Skills:

+ Serve as first line secretarial resource for division faculty, fellows and staff.

+ Provide secretarial support to clinical research faculty, APPs, fellows and staff by addressing requests to meet deadlines

General Responsibilities (For Faculty):

+ Act as resource for Division scheduling and the point of contact for research meetings, visiting investigators, events and travel arrangements.

+ Assist in arrangements for Divisional meetings and events. Coordinate research conference arrangements including obtaining AV equipment, room reservation and refreshments.

+ Schedule Division’s shared conference room space.

+ Coordinate travel and accommodations for providers, research faculty and staff; including meeting registration.

+ Assist with Divisional Clinical Research communications and faculty and staff presentation preparation.

+ Obtain signatures for research related documents, mailings, copying, preparing clinical trial subject’s records, scanning and faxing.

+ Compose non-routine and routine correspondence.

+ Maintain and update eCVs for clinical research faculty and fellows.

+ Database management and reporting in REDCap

+ Responsible for updating NICU attending schedule.

+ Leads scheduling and set up of simulation trainings.

Division Cross Coverage included but not limited to:

+ Creates schedule for the Neonatologist to cover the bimonthly PSCC clinic. Send out the outlook calendar invite to all appropriate individuals involved and set up the conference call for the pre-clinic meeting. Create billing packets and patient education folders for each PSCC appointment. Collect billing packets from the Neonatologist after the visit and send to PEDS billing department.

+ Supports Cross coverage for Department Coordinator supporting Division Chief, assisting with faculty candidate interviews,

+ Meal ordering and delivering

Finance Support

+ Responsible for Division scanning of all forms and paperwork for electronic filing within 48 hours of transaction request.

+ Identify and pursue issues (non-personnel) related to monthly reconciliation, including undocumented expenditures, payment follow-up, etc. Work closely with Pediatric and Non-Pediatric faculty and administrators/ staff in troubleshooting financial issues. Research, follow up, and collect supporting documentation identified as missing through the department’s monthly account reconciliations.

+ Prepare and submit all research related petty cash

+ Respond to requests for copies of non-salary transaction documentation, including copies of purchase orders, invoices and cost transfers.

+ Identifies discrepancies and works with administration to resolve.

+ Organize and maintain on-site and off-site storage of hardcopy documents and files.

Possess Knowledge of University Forms and Procedures

+ Completes requests for payment, travel and conference, 312-requisitions.

+ Coordinate equipment purchases and maintain contracts and equipment. Maintain and monitors SAS/SPSS license for division, by accurately submitting correct account numbers to be charged and making sure the licenses do not expire.

+ Prior to circulation, review all forms for completeness, accuracy, and appropriateness.

+ Coordinate and track signature process for non-personnel costs.

+ Order research supplies, reconcile packing slips, and distribute/store purchased items, keeping office supplies organized and accessible.

+ Initiate all procurement orders

+ Respond to requests regarding procurement process and payment status.

Act as Division Ambassador by maintaining an open demeanor and helpful resource to individuals from both within and outside of the Division.

+ Act as a steward to Division by maintaining the visual aesthetic of the office suite and facilitating the timely repair of equipment, furniture, etc.

+ Provide cross-coverage for other secretaries within the division.

+ Act as courier for Division mail and Finance paperwork, hand deliver urgent items, distribute and receive mail to/from Pediatrics main mailroom, Initiate FedEx mailings, as requested.

Other duties as assigned

QUALIFICATIONS

Required:

+ 2 years of post-high school education, secretarial or word processing studies, or the equivalent.

+ At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision.

+ Demonstrated ability to word process documents and enter data into a database.

+ Demonstrated skills related to achievement of customer satisfaction.

+ Ability to act as a resource to less experienced staff.

+ Strong oral and written communication skills are essential.

+ Full knowledge of Microsoft Office skills including Excel; ability to work with spreadsheets, analyze and interpret essential.

+ Candidate must demonstrate accuracy, grammatically correct documentation in all correspondence.

+ Candidate must be flexible with work schedule.

+ Ability to work in a fast-paced, environment with competing timelines essential.

+ Ability to efficiently and effectively multi-task required.

+ Must be self-motivated, organized and be a team player.

+ Excellent customer service skills required for advanced secretarial support for faculty and staff.

+ This position assists all functional groups with consistent support in business process efficiencies.

+ Demonstrates efficiency in prioritizing assignments, skill in proactively resolving problems and recommending and implementing continuous quality improvements.

+ Responsible for data entry of all non-salary financial activities.

+ Must have reliable/efficient transportation.

+ Expertise in University policies and procedures including forms processing desired.

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.