Office Administrator

Rochester, NY

Responsibilities

GENERAL DESCRIPTION:

Serves as the Office Administrator to the Senior Director and Administrative and Finance Director of Social Work and Patient & Family Services. Collaborates with all program managers and staff in Social Work; Administrative Services; Chaplaincy Services; Acute Care Coordinators; Ambassador and Guest Services; Hotel and Lodging Services; Communication Center and Interpreting Services. In addition, collaborates with various departments throughout the Medical Center and the community in relationship to departmental responsibilities and activities.

RESPONSIBILITIES:

SENIOR AND ADMINISTRATIVE AND FINANCE DIRECTORS’ OFFICE MANAGEMENT

  • Utilizes independent decision making to manage Senior and Administrative and Finance Directors’ office communication network, scheduling system, Zoom/conference calls, travel arrangements, liaison functions and workflow organization required to maintain a confidential, effective, accessible and responsive Directors’ office.

  • Manages various projects with all Program Managers, Program staff, and interdisciplinary colleagues in other departments.

  • Manages access and triages situations and resolution activities brought to the Senior and Administrative and Finance Directors that involve independent judgement and confidential contacts with high level URMC Administration (i.e. CEO, COO, CNO), Program Managers/staff, Program staff from other URMC and University Departments, and community partners.

  • Utilizes independent judgment to determine when the Senior and Administrative and Finance Directors’ involvement are required.

DIRECTORS OFFICE MEETING AND EVENT COORDINATOR

  • Participates on the Social Work and Patient & Family Services and Administrative Services Management Teams.

  • Develops letters and reports for Senior and Administrative and Finance Directors' signature. Analyzes report data.

  • Manages follow up and develops/distributes agendas/minutes for all standing meetings.

  • Anticipates Senior and Administrative and Finance Directors' needs for information, documentation, supplies and background material.

  • Manages and organizes/prioritizes deadlines for large volumes of work and tracks multiple projects through completion.

  • Manages and fully active in participating in the department’s staff engagement events (i.e. Holiday Gathering including other departments and family adoption/donations; Social Work Month and Awards Reception; Patient & Family Services/Customer Service Week and Awards Reception; United Way Campaign) to include, but not limited, to ordering food, preparing conference rooms (if needed), setting up tables, delivering food to conference rooms (if needed), and leaving conference room back to its initial state.

  • Chairs planning committees with staff representatives.

ADMINISTRATIVE MANAGEMENT

  • Supervises administrative staff members including: Interpreter Services Secretary IV, Psych Social Work Secretary IV, Administrative Assistant for Adult SW Services and Pediatrics/Gender Wellness/OBGYN SW Services, Financial Case Management/Financial Counseling Administrative Secretary, and Chaplaincy Services Administrative Secretary.

  • Administrative supervision staff support functions

  • Recruit and train new staff. Analyses staff productivity and recommends additional staffing, staff reconfiguration, staff trainings and in-services for Admin team.

  • Demonstrates expertise with office required software: Word, Excel, Visio, PowerPoint and Publisher.

Additional duties and cross coverage as assigned

  • Cover for other Admin Leads as necessary with coverage schedules and Admin concerns.

QUALIFICATIONS:

  • Bachelor’s Degree or equivalent combination of experience and 5+ years of experience required.

  • The individual must have excellent interpersonal/customer service skills, able to demonstrate consistently the ICARE behaviors, administrative support, supervision and process improvement required.

  • Requires advanced knowledge of department/specialty, typically obtained through advanced education and relevant experience.

  • Maintains excellent knowledge of computer applications (Microsoft products) including, but not limited to, word processing, project management, and spreadsheet management.

  • Preferred software skills include: Microsoft Office (Outlook, Microsoft Teams, PowerPoint, Publisher and Word), graphic design applications, Adobe Acrobat Pro, Zoom, and Visio.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 20.00 - $ 38.46 Hourly

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.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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