Administrator, URMC Communications

Rochester, NY


Position Summary:

Reporting to the Assistant Vice Presidents of URMC Communications, the Administrator manages all administrative operations for the URMC Communications department. With more than 30 staff, the Administrator is charged with maximizing the effectiveness of the department by developing and tracking financial matters including department budget and vendor invoices, overseeing human resources processes in partnership with the HR Business Partner, managing equipment and supplies needs for staff, calendar management for AVPs, and managing select assigned projects.

Duties and Responsibilities:

Financial Administration (25%):

Working with direction from the AVPs and with latitude for independent judgment, the Administrator:

  • Reconciles ledgers, journal entries and provides bi-monthly financial reporting to department leadership on YTD expenses; makes recommendations to remain within the approved budgets.

  • Processes a variety of financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies. Organizes necessary documentation and sign off for bi-monthly audit compliance.

  • Prepares invoices, transfers, and other administrative tasks using Workday and other financial management systems as required.

  • Collaborates with purchasing to establish vendor contracts as needed.

  • Engages the appropriate department staff to ensure that external vendor invoices are reviewed against approved purchase orders, previous vendor estimates and approved budgets and then processed with Accounts Payable for payment.

  • Working with AVPs, prepares and submits in Axiom the annual capital and operating budgets to URMC Finance.

  • Coordinates quarterly allocation process among staff: notify staff of deadlines, collect and organize hours for AVP review and approval.

Office Management (20%):

  • Manages all daily operations of URMC Communications department including purchasing supplies, expense reports, requests for payments, cataloguing files and documents, staff attendance and vacation calendars.

  • Oversees hoteling spaces at Medical Center and Corporate Woods, including reservation system and ensuring work spaces have necessary equipment and supplies. Coordinates any office space updates, relocations, etc.

  • Ensures compliance with University policies, procedures, and other regulations as applicable.

  • Stays abreast of emerging technologies that can further improve communications and documentation sharing processes. Assists managers in training staff on how to use key department software including AirTable, Microsoft Teams and Box.

  • Serves as primary troubleshooter for video/teleconferencing. Trains office staff in basic problem-solving and provides an additional level of support when needed for high profile meetings.

  • Ensures basic maintenance of office equipment (changing toner, etc.). Troubleshoots office equipment, computer and software problems, working with ISD or external repair services as necessary. Acts as liaison to Facilities and Environmental Services.

Project Management (10%):

Manages project needs of the departments, including but not limited to:

  • Assists with simple data analysis for priority projects performance and data entry, as needed.

  • Manages and updates department organizational charts, including URMC leadership.

  • Selects materials for retention and/or URMC archival purposes.

  • Researches and purchases new equipment as needed.

HR (15%):

Manages HR administrative needs of the departments including, but not limited to:

  • Responsible for maintaining confidential data and files, including salaries and personal data needed for emergency contact and escalation.

  • Works collaboratively with Leave Administration to process Leave paperwork including, but not limited to: disability, Workers’ Compensation, FMLA, PFL; hiring and exiting paperwork for employees; and recommends follow up activity and maintains department records as required.

  • Ensures that all employees are equipped properly including workspace preparation, procurement of computer/laptop, etc.

  • Completes PAF forms

Logistics and Calendar Oversight (10%):

With general guidance as to priorities, manages the time and calendars of the AVPs, choosing or recommending upon competing demands for time, and referring matters to be handled by others. Manages scheduling for monthly staff meetings, and occasionally schedules larger meetings hosted by staff.

Media Monitoring & Briefings (10%):

  • Assists media team in entering daily media requests and media hit links in Airtable.

  • Leading the bi-weekly media meetings, tracking stories to completion.

  • Hosts Zoom media briefings for the organization, recording and spotlighting speakers and interpreters.

Other (10%):

  • Works collaboratively with Administrator for Marketing and Web Services to coordinate administrative tasks as necessary, and ensure consistent administrative and HR processes are used across the Strategic communication divisions.

  • Manages vendors in a professional manner and directs them to appropriate contacts.

  • Pursues professional development by enrolling in internal or external ongoing professional education. Stays abreast of current trends.

  • Primary responsibility for answering phones and greeting visitors to the Department. Promptly routes requests to appropriate staff person, conferring with AVPs when necessary.

  • Prepares Department listings for University Directory and on-line staff directory, updating and checking for accuracy.

Minimum Requirements:

  • Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

  • Ability to work with IBM compatible computer/printer hardware and software, i.e., Microsoft Office, PowerPoint, Excel spread sheets, Outlook calendar and email required. Proficiency with Zoom or other virtual meeting platform; strong interpersonal and oral and written communication skills; the ability to organize work area and handle frequent interruptions.

Preferred Requirements:

  • Bachelor's degree and 5 years' experience supporting a senior manager or executive

  • Advanced proficiency with full Microsoft Office package, Box and SharePoint

  • Ability to multitask and manage shifting priorities; ability to work both independently and as part of a team

  • Comfortable interacting with and representing executive leaders

  • Excellent oral and written communication skills

  • Ability to work with confidential information and preserve confidentiality. Discretion and sensitivity to information being communicated through the department.

  • Resourcefulness, including the ability to independently resolve complex issues with minimal direction. Ability to take initiative and have flexibility as needed.

  • Possesses a customer service focus - personal accountability to the customer, as well as to colleagues.

NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Health Sciences
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 052 Public Relations & Comns MC
Schedule: 8:30 AM-5 PM