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GENERAL PURPOSE:

Provides administrative support for Chief Administrative Officer (CAO) and Director of Clinical Operations (DCO) in the Department of Pediatrics, and maintains day to day operations of the Golisano Children¿s Hospital, organizing multidisciplinary operational functions, managing the Pediatric office and performing a variety of assignments. Provides administrative support within a department, in addition to serving as the principal assistant to leadership roles. Responsible for performing a variety of assignments including department accounts, placing orders as needed and working with some direction under their own initiative and latitude for independent judgment. Processes highly confidential administrative information and works with some supervision and with ability to exercise independent judgment.

RESPONSIBILITIES:

Administrative Support to Chief Administrative Officer (CAO) and Director of Clinical Administration

• Manages the time and calendar of CAO and DCO, choosing or recommending among competing demands

• Anticipates scheduling needs by proactively obtaining background to meeting priorities and strategies

• Arranges travel for work related functions, including conferences

• Coordinates departmental events and retreats, including logistics, space and food

• Assesses and evaluates budget, including reporting, tracking expenses for hospital-based accounts and major capital projects (Ex. GCH building project, East River Road)

• Tracks and monitors expenses for CAO¿s Program Management account for Pediatric Program needs and improvements

• With direction, annually reviews and updates hospital asset lists for GCH, Department of Pediatrics and other hospital-based accounts

• Processes University and vendor forms and invoices, Supplier Invoice Requests (SIR), Requisitions, Purchase Orders and Cost-Center billings. Checks for reasonableness of all reviewed expenses and examines accounting documents to ascertain transactions are properly supported in accordance with University and sponsor policies and procedures.

• Maintains Pediatric Directories

Operations and Space Planning

• Communicates on behalf of the Department to internal and external service departments and agencies.

• Independently provides direction to resolve issues to/for support facility operations, staff and others, ensuring work and requests are executed. Tracks and documents maintenance requests for GCH and Pediatric Division.

• With direction from the Space Administrator, reviews space needs and requests to determine legitimacy and urgency of request, informs requester of outcome based on analysis.

• Orders Departmental equipment, furniture and other needs, tracks to ensure receipt, delivery and quality are upheld and undamaged

• Schedules facilities and IT services to implement new spacing initiatives

• Coordinates between service departments to ensure safety and compliance including Environmental Services, Ambassadors, Facilities, Security and Advancement

• Approves and provides security swipe access to multidisciplinary new hires within GCH, the Pediatric Department, and offsite locations

• Schedules collaboratively with facilities, quality, nursing and others to manage all building maintenance, improvement activities, potential disruptions and codes

• Tracks and documents any maintenance requests throughout GCH through monthly environmental assessments of inpatient units, identifying opportunities and safety concerns.

• Meets weekly with project managers and Spacing Administrator

• Processes donor and advancement checks

• Manages Departmental P-Card expenses and processing

• Orders and restocks specialty pediatric items and general office supplies

• Serves as a secondary support for eScreens, uploads/edits/archives for GCH

Human Resources

• Processes department wide payroll forms, including extra compensation requests, staff change forms, terminations, retro pay

• Implements posting staffing positions and processes essential hiring forms

• Approves department-wide payroll for Pediatrics

Other duties as assigned

QUALIFICATIONS:

• High School Diploma or equivalent required.

• 3 years of related work experience including at least 1 year in an administrative assistant required.

• Ability to work effectively with individuals across all job levels.

• Flexible in approach and appreciates the demands of a fast-paced, constantly evolving Department preferred.

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: $21.36 - $29.90 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: School of Medicine & Dentistry
Full/Part Time: Full-Time
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