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University of Rochester Administrator I - 234371 in Rochester, New York

Administrator I Job ID 234371

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 Surgery Central Administration

Responsibilities

GENERAL RESPONSIBILITIES:

The Administrator for the Surgery Chair’s office serves as the principal executive assistant to the Chair of the Department of Surgery. The Admin I manages complex administrative duties in support of the day to day operations of the Department of Surgery, including handling sensitive communications, coordinating high-level meetings, and exercising independent decision making in juggling multiple priorities and activities of the Chair. Professional communications, workplace sensitivity, and workplace diplomacy are essential skills as well as excellent administrative, organizational, computer, and interpersonal skills. The individual is expected to utilize a considerable amount of independent initiative and judgment, exercising a high level of administrative problem solving. The Administrator represents the Department and the Chair while interacting with other departments, senior leadership, external contacts and organizations, Division Chiefs and colleagues in accomplishing objectives and goals. The Administrator must maintain a standard of absolute confidentiality of all Departmental matters.

SPECIFIC RESPONSIBILITIES:

40% Departmental Responsibilities

  • Serves as the HR liaison for the department, including management of payroll activities, time approvals, managing all HR actions via paper or electronic processes. Is expected to remain current on all changes in HR processes and policies. Serves as point of contact and subject matter expert for department-based HR needs. Works closely with designated HR Business Partner. Creates ad hoc reports in HRMS as requested by Chair, Vice Chairs or Division Leaders.

  • Manages departmental float pool for clinical office staff. Oversees three PSS float staff members, and is responsible for hiring, retention and performance reviews for these staff. Develops and oversees priorities in assigning float staff when multiple needs arise.

  • Leads multiple department-wide activities, including 990 Community Benefit reporting, annual wage and salary administration, endowment fund stewardship reports, processing of any market-driven wage adjustments, coordination of community fund raising activities.

  • Manages all administrative and logistical arrangements for department meetings, retreats, special meetings and events. Collaborates with marketing/graphic design in preparing program literature, brochures and other materials based on the event.

40% Chair Administrative Support

  • Ensures efficient management of Chair’s daily schedule and overall calendar, selecting and/or prioritizing among competing demands on time, referring matters to be handled by others and managing access to the Chair. Represents the Chair in contact with Departmental, Medical Center and University representatives relaying and anticipating the Chair’s instructions, preferences, and concerns. Identifies and reconciles conflicts between Chair’s onsite meetings, out-of-town obligations and clinical schedule. Works in close collaboration with Chair’s clinical schedulers to ensure calendar is managed effectively and efficiently and patient care is not interrupted. Coordinates the Chai r ' s schedule and itinerary, making arrangements for international and domestic travel. Serves as primary liaison for all national activities of the Chair.

  • Routinely compiles and/or edits written materials on behalf of the Chair, including letters of recommendation, email correspondence, other written documents originating from the Chair’s office. Regularly utilizes multiple computer applications, including SharePoint, Word, Excel, PowerPoint, Visio, Endnote, etc.

  • Plans meetings and conferences (including local, national and international) to support Chair’s professional activities. Anticipates the need for, and obtains, background material for conferences. Develops and publishes meeting agendas and proactively prepares and compiles background information needed; arranges follow-up meetings, correspondence and activities.

  • As directed by the Chair, serves on Committees as Department representative on behalf of the office.

  • Prepares requests for payments, travel and conference reimbursements, and other requests as needed. In addition, performs daily administrative duties such as filing, and ordering office supplies. Maintains current knowledge of University processes and requirements in all such activities.

  • Updates Chair’s CME credits, CV, and tracks credentialing information. Maintains all files for Chair.

20% Office Management

  • Oversees and manages the daily operations of the Chair’s office, establishing and maintaining a Departmental calendar, ensuring resources are in place to carry out Chair’s office activities as planned. Anticipates meeting and conference needs, and drafts agendas in advance. Receives and handles a broad scope of requests, inquiries, etc. from Department, Medical Center, University and various external parties. Prepares budget for all Chair’s office needs, and tracks ledgers to manage expenditures within budget. Has P2P (purchasing) authority for all transactions. Develops plan for vacation/absence coverage as needed.

QUALIFICATIONS:

College graduation or an equivalent combination of experience and training. One year of relevant administrative experience. Prefer Bachelor’s degree. Three to 5 years administrative experience preferred. Strong interpersonal and organizational skills are required, along with knowledge of multiple computer applications such as SharePoint, Box, Zoom, Word, Excel, PowerPoint, Visio, Endnote, etc. Outstanding attention to detail, maintenance of professional environment, ability to manage confidential/sensitive information and situations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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