University of Rochester Secretary IV - 228101 in Rochester, New York
Secretary IV Job ID 228101Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening
Full Time 40 hours Grade 000 Dept DescSchedule
8:20 AM - 4:50 PMResponsibilities
Under general direction and with some latitude for independent judgment, the Front Desk Secretary performs clerical duties in an office environment, in addition to providing customer service to volunteers, staff, and visitors in the Friends of Strong Family Waiting Room area.
Customer Service 25%
Manages multiple phone lines and answers questions such as appointment inquiries, upcoming events, donations, and general volunteer inquiries. Directs non-departmental calls appropriately. Acts as the gatekeeper for incoming phone calls and in-person inquiries, triaging and screening questions and directing to the appropriate contact. Records and relays accurate messages, as needed.
Collects all incoming in-kind donations and redirects to appropriate department(s). Follows up with thank you notes as appropriate.
Family Waiting Room 20%
In collaboration with the Operations Manager, provides guidance, training, and communication overviews to daytime volunteers and paid evening staff in the Family Waiting Room as needed. Acts as back-up for evening coverage as needed.
In collaboration with the Operations Manager, coordinates Family Waiting Room monthly volunteer schedule.
Makes updates to and stocks handouts and brochures for greeters and guests. Ensures complimentary concessions and supplies are always full.
General Volunteer Assistance 20%
Greets and assists all volunteers and guests using IICARE values.
Assists Volunteer Program Manager with organizing volunteers for special projects. Assists volunteer team with data entry into volunteer tracking software VSys.
Assists with administering new volunteer orientation paperwork, background checks, and onboarding of new volunteers.
Clerical Responsibilities 15%
Records and distributes minutes at weekly staff meetings. Orders supplies for department as needed.
Assists volunteer team with flu tracking and management required by employee health.
Assists Awareness and Event Coordinator with creation of marketing and fundraising documents. Places job orders with Copy Center.
Assists Gift Shop Manager and Assistant Manager in maintenance of Gift Shop inventory and purchasing management database, including accurate invoice data entry and generating reports upon request.
Financial Assistance 20%
With direction from and collaboration with the Operations Manager and/or Gift Shop Manager:
Assists Operations and Gift Shop managers in the review, compilation, and processing of 312 requisitions and guest vouchers for Friends of Strong Main Office and Gift Shop.
Prepares, processes and completes monthly and quarterly ledger reconciliations and cross verifications.
Analyzes data to ensure accurate reconciliation process for monthly financial object activity debits and credits. Problem solves to ensure the integrity of data, balances, and timeliness of reporting. Competes tracking log for unreconciled items and composes ledger reconciliation cover page.
Initiates composition of electronic supplier invoice requests. Assists in the creation of purchase orders.
Assists in the review, preparation, and processing of employee travel and expense reports, ensuring accuracy and compliance with financial guidelines.
Scans P-Card invoices for submission to USA bank for payment. Prepares Enterprise Interface Builder (EIB) for electronic journal entries
This position reports to the Operations Manager.
2 years' post high school education in secretarial studies or the equivalent and at least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation required; or an equivalent combination of education and experience
Positive attitude and friendly, upbeat demeanor Extensive customer service experience required
Strong written and verbal communication skills required. Experience managing multiple phone lines preferred Ability to work both independently and as part of a team
Proficiency in Microsoft Office, specifically Word, Excel, and Outlook Ability to learn new systems and processes quickly
Reconciliation experience preferred
Experience working with UR Financials (Workday) P2P and Marketplace ordering 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.
EOE Minorities/Females/Protected Veterans/Disabled