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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:

910115 Neurosurgery Management

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

This position serves as the department coordinator to the Chairman, Program Administrator, Faculty and Administrators in the Department of Neurosurgery. With minimal direction and latitude for independent judgment, performs routine and non-routine duties requiring high-level and advanced administrative and management skills.

ESSENTIAL FUNCTIONS

+ Manages the day-to-day office operations and responsibilities within the administrative office in the Department of Neurosurgery.

+ Manages travel for Program Administrator and senior administration and other accommodations; prepares all reimbursements, requests for payment, and travel/conference expense reports for entire administrative team.

+ Prepares and tracks faculty dues and reimbursements.

+ Assures fiscal responsibility and cost effectiveness indepartmental operations, events, meetings, and purchases, in line with all University standards.

+ Manages department requisitions and arranges administrative and other services, including space, equipment and supplies.

+ Estimates and controls expenditures for supplies and services and coordinates with departmental Finance office.

+ Manages and controls P-Card purchases and prepares monthly reconciliation and reports.

+ Prepares and coordinates a variety of projects for Senior Leadership for the department of Neurosurgery, as well as assisting personnel in the design, development and distribution of program marketing materials and resources.

+ Anticipates the needs from and obtains background material for decisions and conferences.

+ Responds to telephone calls independently and triages as necessary.

+ Manages regional affiliations by assisting the Marketing Administrator and Residency Coordinator with creating correspondence, mailings, follow-up with attendees to CMEs, Nursing Forums, Residency Activities, etc. which includes providing onsite support during events, creation of registration spreadsheets, maintenance of registration lists, correspondence with event participants, generation of attendee nametags as well as coordination of conference room and the master calendar schedule for the Department of Neurosurgery.

+ Supports staff administrative duties such as agenda preparation, site selection, food/beverage selections, audio visual arrangements and document development.

+ Schedules meetings, appointments, travel, and phone calls for Senior Marketing Administrator as needed to promote faculty and events.

+ Provides project management support that includes researching venues and pricing information, initial negotiation of pricing, organizing, scheduling and coordination of departmental events, and banquets, as directed by Supervisor.

+ Secures venues, coordinates invitations and printed materials, collects RSVP's and communicates with vendor.

+ Maintains oversight of prepared budget to ensure cost effectiveness.

+ On-site presence at events to ensure smooth operations.

+ Edits and publishes department communications, including notices, departmental regulations, announcements, and meeting minutes.

+ Orders and distributes supplies for department offices and SMH Medical Center staff.

+ Manages and maintains all aspects of uniform program, including the website, vendor contact, maintaining spreadsheets with orders and financial reconciliation.

+ Interacts directly with employees and community-based providers regarding availability.

+ Utilizes information to create the neurosurgery call schedule within URMC database for Strong, Highland and FF Thompson Hospitals and Bassett Healthcare.

+ Distributes call schedule to all providers, hospital staff, and answering service, then ensure ongoing changes are made and redistributed as appropriate.

+ Works closely with departmental staff, facilities, audiovisual, parking, security and outside vendors including the coordination of meetings with Senior Leadership to ensure success.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

+ Associate’s Degree Required

+ Bachelor’s Degree Preferred

+ 3 years of progressively responsible experience in administrative support Required

+ Prior experience in administrative support in an academic and/ or medical setting Preferred

+ Or equivalent combination of education and experience Preferred

KNOWLEDGE, SKILLS AND ABILITIES

+ Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. Required

+ Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required

+ Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures required

+ Intermediate knowledge of hardware and software functionality 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.

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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 are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are 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.