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University of Rochester Administrative Asst - 229088 in Rochester, New York

Administrative Asst Job ID 229088

Location Health Sciences Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Medical Center Info. Systems

Schedule

8 AM-5 PM

Responsibilities

Supervision and Direction:

ISD Administrator

Supervision and Direction Exercised:

Directs ISD Support Staff

PRIMARY PURPOSE:

Provides direct support to the University of Rochester Medical Center (URMC) Information Systems Division Sr. Leadership. Acts as assistant to the Information Systems Division (ISD) Administrator including directing support staff and coordinating routine administrative functions. Responsibilities include management of the assigned Sr. Leadership’s calendar and time, input for support staff recruitment, supervision, evaluation and orientation of support staff. Divisional compliance, accounts payable transactions, specialized support functions & division representation. This is a complex division that is involved with several enterprise-wide initiatives/projects such as eRecord clinical and Revenue Cycle, Data Analytics, Imaging, and IT Infrastructure and Regional IT. The division consists of the CIO, CTO, Sr. Directors, Sr. Directors and approximately 60 Managers. The division has approx. 500 professional staff. This position requires a person with strong/positive people and communication skills, in-depth PC skills, multi-tasking abilities, responsiveness and maturity, and the ability for self-direction with good judgement, flexibility and initiate in handling large volumes of work and responsibilities, effectively and efficiently.

SUMMARY OF RESPONISBILITIES:

  • Represents the Information Systems Division and Sr. Leadership in contacts with the University of Rochester Medical Center (URMC), University of Rochester (UofR) leadership & management, URMC affiliates, vendors and the community-at-large using good judgement and management skills. Manages the Sr. Leader’s time and calendar, screens calls and recommends resolution for demands on his/her time. Serves as authority in the absence of the department Administrator. (30%)

  • Plans, establishes and directs the division administrative functions and procedures with the Administrator, to meet the needs of the division, eRecord projects and its customers. Directs and monitors the work of the support staff and assigns tasks and project work, broadening staff’s knowledge of the office procedures and URMC policy. Aides in recruiting, evaluating and orienting support staff. (25%)

  • Represents the division in communicating administrative matters, URMC and divisional policy and procedure to both internal and external staff. Acts as divisional representative for off-site business operations (60Corporate Woods, FFThompson, ISD URMC, Roch Tech Park), such as keys, on-site physical plant issues, telephone and network coordination. Oversees equipment service needs for division. Processes orders for equipment, supplies and services. (25%)

  • Anticipates the need for research and obtains/prepares background material for decision-making exercises, conference and high level presentations. Assures that the appropriate people are informed of management’s decisions and conveys decision appropriately, timely and effectively. Compiles, creates, and edits material for reports, presentations, correspondence and/or publications while performing accuracy checks. (10%)

  • Monitors portions of the operating budgets for Strong Memorial Hospital, FF Thompson and URMC. Develops reports (data and financial) for budget analysis and allocation of expenses to establish proper controls for budge monitoring. Monitors budget spending for multiple accounts (5%)

  • Develops new purchase orders and renews existing ones for vendors and monitors PO activity. (5%)

    REQUIREMENTS:

  • College graduate or an equivalent combination of experience and training;

  • 1 year of relevant administrative experience;

  • Excellent communication and interpersonal skills;

  • Proficient with Windows based environment (MS Outlook, Word & Excel);

  • Ability to handle multiple priorities;

  • Ability to work in a fast passed, high volume environment.

    EXPECTATIONS:

  • Demonstrates/leads ICARE values and behaviors;

  • Adheres to University & ISD departmental policies;

  • Contributes/leads a positive environment;

  • Collaborates in a team based approach.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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