University of Rochester Regional Office Manager - 224985 in Rochester, New York
Regional Office Manager
Full Time 40 hours Grade 051 Regional Administration
The Regional Office Manager is the principal administrative agent for the Assistant Vice President of Business Development and works with minimum direction and considerable latitude for independent judgement to provide administrative, financial and project management support for the department. The Regional Administration department work extends to all markets outside Monroe County, with a focus on the surrounding 10 county region and involves strategic planning for URMC’s secondary and tertiary / quaternary markets; development of data analytics tools; grant management and more. The Regional Office Manager represents the department and communicates with these constituents on a variety of issues.
Office Management (20%)
Responsible for managing the operations of the regional office, which include coordinating strategic and program development work across URMC Affiliates.
Insures compliance with University policies, procedures, and other regulations as applicable.
Manages all daily operations of regional office including mail, purchasing supplies, expense reports, requests for payments, cataloguing files and documents. Answers regional phone line; resolves and responds to all customer requests in a timely, efficient manner.
Drafts meeting minutes and assists with presentation development using Microsoft Office, Microsoft Streets and Trips mapping software.
Manages HR needs of the department including, but not limited to: partnering with assigned HR Business Partner on the hiring process (application review, pay rate recommendations, etc); job description development; training; and personnel issues and action management.
Manages all travel arrangements, event planning, and catering.
Maintains a clean, professional office environment conducive to hosting internal and external leadership.
Financial Administration (20%)
Develops and manages an annual capital and operating budget and completes budget modifications as needed, which are approved by the AVP.
Reconciles ledgers, submits journal entries and provides monthly financial reporting to AVP on YTD expenses and makes recommendations to remain within the approved budgets.
Prepares all invoices, transfers, and other administrative tasks using Workday and other financial management systems as required.
Collaborates with purchasing to establish vendor contracts as needed.
Reconciles UR FLRHN ledgers, submits journal entries, provides quarterly financial reporting to FLRHN PM. Timely collection and reporting of invoices from FLRHN members in Grants Gateway. Reports in NYS grants gateway or other grant financial management systems as needed. Serves as a back-up to FFT Financial Analyst for all FLRHN financial reporting to NYS. Knowledgeable of the Grants Gateway system and all NYS financial reporting forms.
Acts as the primary point of contact for URMC, Affiliate, NYS, FQHC, and other organizations with whom our system collaborates, in order to schedule executive level discussions and respond to requests, including assistance with VIP patient transfers.
Communicates and schedules internal discussions with URMC Executive leadership, chairs, and administrators.
Develops a weekly overview of AVP schedule and supports development of agendas and materials needed for discussions. Prepares and/or organizes background information.
Project Management / Grant Management (15%)
Formulates, prepares and executes simple, long-term project plans for regional projects (e.g. Regional PCP database; development of a grant database). These projects may be used by multiple constituencies outside the department (e.g. URMFG, Affiliates). Monitors progress of project activities to timeframes, ensuring all critical implementation criteria are met and provides status reports to URMC AVP of Business Development.
Assists with data analysis for Regional Markets (e.g. annual market share comparisons). (KEEP)
Reviews, responds and organizes AVP email to support efficient response to requests.
Files information on projects as they are completed and maintains an organized filing system.
Represents the AVP and office in a professional manner in initial and ongoing communications with internal and external constituents. Using discretion, shares information on project updates, committee decisions and other information as needed.
Frequently interacts with Executive leadership and representatives from regional hospitals and University of Rochester for meeting coordination and problem resolution.
College graduation or an equivalent combination of experience and training required. 1 year of relevant administrative experience required.
Excellent verbal and written communication skills and the ability to accurately and succinctly express ideas
Strong organizational skills and the ability to handle multiple priorities simultaneously in a fast-paced environment
Project management experience preferred
Experience with Microsoft Office
Experience with grant management software systems
Previous experience in a healthcare field preferred
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.
The University of Rochester is an Equal Opportunity Employer.