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Job Information

University of Rochester Secretary IV - 233656 in Rochester, New York

Secretary IV Job ID 233656

Location Medical Faculty Group Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Dermatology

Schedule

8 AM-5 PM

Responsibilities

Summary

With minimal direction and considerable latitude for independent judgement, performs complex secretarial and administrative duties in a fast-paced environment in support of clinical, educational, and academic programs. This role serves as support for business operations and faculty in the Department of Dermatology with a focus on the divisions of Mohs, Cosmetics and Hospital Dermatology. Excellent oral, written, and interpersonal communication skills are essential. Must possess demonstrated customer service experience and the ability to work in a team setting with all levels of management, faculty, and staff. The successful candidate must possess the skill to prioritize numerous tasks and have experience planning and tracking the details of many projects.

Responsibilities

Faculty Support

  • Manages communications (phone calls, emails, and correspondence) and independently handles many issues and questions that arise regarding the divisions and supported faculty. Triage others as required to the Practice Administrator or other appropriate person.

  • Manages calendar, schedules meetings, prioritizes time within calendar and independently adjust as necessary.

  • Develops and implements complex needs for travel, conference registration, and hotel accommodations for faculty in the divisions of Mohs and Cosmetics.

  • Manages memberships to organizations and interfaces with organizations, hospitals, and others to facilitate invited lectures and speaking engagements for faculty.

  • Manages outlook calendar for assigned faculty members. Serves as primary contact for supported faculty. Resource to internal and external queries.

  • Frequently prepares, edits, and obtains signatures for letters and forms related to faculty’s administrative duties, including but not limited to, faculty appointments, and faculty reimbursements.

  • Manages and advises on policies that pertain to financial reports and expenses for the Faculty. Designs processes to meet policy expectations of the organization.

Administrative Staff Support

  • Develops and implements programming related to staff appreciation and employee engagement across clinical practice

  • Manages the clinic staff email & phone listing, point person for communications with all clinical staff for important dept-wide messages

  • Collects, analyzes and distributes data from multiple sources in preparation for reporting, including high level data from different department administrators. Prepares departmental financial and statistical reports for the Department Administrator on a regular basis, including managing processes and following up on missing data.

  • Contact for department leadership within Dermatology on issues related to administrative support services.

  • Helps with PAF forms and other HRMS items as needed, approves payroll for designated Dermatology employees

  • Coordinates purchasing materials, approving invoices, and reviewing all requests for payments and employee reimbursements signed by the Administrator.

Operations

  • Manages on-site needs develops processes for issue resolution dealing directly with Facilities, Purchasing, Finance, University IT, Housekeeping, etc. Prepares and signs forms, requisitions for these services.

  • Implements facilities/maintenance workgroup across all Dermatology clinic locations including landlord relationships and with property management company and support services (ex. janitorial, parking). Designs issue tracking process to offer transparency to processes.

  • Leads the management of electronics (and inventory)/asset management—call IT & troubleshoot, process knowledge regarding finance and purchasing across all Dermatology clinical locations.

Community Outreach and Retail Operations

  • Designs opportunities to serve as representative for UR Medicine in community especially with Cosmetic practice. This may include attendance at events such as health fairs or on faculty visits for Cosmetics and/or Mohs.

  • Develops and implements a financial structure and process for retail product sales related to our Cosmetic practice. Implements the process with various URMC entities for accuracy, tax compliance, and inventory control.

Other Duties

  • As assigned

  • The department continues to grow and opportunities for new/other duties will arise.

Qualifications

  • 2 years of post high school education in secretarial studies or the equivalent

  • 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

  • Excellent communication and interpersonal skills;

  • Proficient with Windows based environment (MS Excel, Outlook, PowerPoint, & Word);

  • Ability to handle multiple priorities;

  • Ability to work in a fast paced, high volume environment.

Expectations

  • Demonstrates/leads IICARE values and behaviors;

  • Adheres to University & departmental policies;

  • Contributes/leads a positive environment;

  • Collaborates in a team-based approach.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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