Administrative Assistant IV

University of Rochester•City of Rochester, NY

3d•$21 - $30•Onsite

About The Position

Under the direction of the Executive Director and the Director of Operations, the Administrative Assistant IV provides high-level administrative support of a complex and sensitive nature, requiring attention to detail, adherence to timelines, and the ability to work independently with a high degree of efficiency. With minimal direction and considerable latitude for independent judgment, performs routine and non-routine duties for the Director of Transplant Medical Services, the Chief of the Transplant Institute, and other Transplant Institute providers and administrators, requiring sensitivity to the needs and concerns inside and outside the department. Responsible for considerable departmental administrative details and duties requiring experience with policies, procedures, and practices of the University.

Requirements

Associate's degree required
2 years relevant administrative experience required or equivalent combination of education and experience
Ability to maintain confidentiality required
Exceptional organizational, time management and administrative skills required
Strong communication skills, both verbal and written required
Strong technical skills, including a high level of proficiency in Microsoft Office required

Nice To Haves

Bachelors degree
Background/interest in science is desirable but not required
Excellent problem solving and decision making skills preferred
Experience in a university or healthcare setting preferred
Experience with Workday preferred
Strong attention to detail and the ability to juggle multiple projects and priorities preferred
Experience working in a team setting is preferred
This position requires a high level of interaction with many different team members including nurses, APPs, physicians, surgeons, social workers, nutritionists, pharmacists, financial counselors and administrators preferred

Responsibilities

Manage complex calendars and schedule high-level meetings both within and outside the medical center, including international meetings as required.
Manage the time and calendar of the Director of Transplant Medical Services, Chief of the Transplant Institute, and other transplant institute providers, choosing or recommending among competing demands on time.
Represent assigned leaders in contact with internal and external partners, anticipating instructions, preferences, and concerns, and obtaining reports or recommendations.
Handle confidential and sensitive information with discretion.
Assist the Director of Transplant Medical Services and Chief of the Transplant Institute by obtaining background material for decisions and presentations.
Conduct research and compile data for reports and presentations.
Edit and check accuracy of material for reports, correspondence, publications, and presentations/speeches.
Prepare and sign routine correspondence.
Record, maintain, and distribute agendas for a variety of meetings.
Follow up on action items as requested.
Assist Transplant leadership and other providers with travel arrangements, including domestic and international travel and potential visa needs, following UR policies.
Manage comprehensive inventory and procurement processes for research and office supplies and equipment.
Route and track signature process for personnel changes as requested.
Assist with complex interview schedules and planning faculty candidate visits, including flights, hotel, dinners, local transportation, and reimbursement for candidate expenses.
Assist in scheduling team member interviews, including ancillary team members and administrative staff as requested.
Integrate best practices to enhance the efficiency and effectiveness of service delivery.
Maintain relationships and collaborate with various divisions.
Prepare and track expenditures related to grant, research, and practice accounts for Transplant Leadership and other assigned providers.
Identify and investigate issues (non-personnel) related to monthly account reconciliation, including undocumented expenditures and payment follow-up.
Research, follow up, and collect supporting documentation identified as missing through the department’s monthly account reconciliations.
Provide reports and tracking data as requested.
Initiate procurement orders as needed.
Process expense reports and requests for payments, ensuring proper documentation is provided.
Participate in planning and coordinating transplant events, including large-scale meetings and CME events.
Serve as an active member of the Transplant Celebration Committee and help coordinate team member recognition.
Organize and plan patient recognition and donation events.
Act as a division/institute ambassador by maintaining an open demeanor and being a helpful resource.
Provide cross-coverage for other administrative support personnel within the Institute.
Assist with maintaining the Institute time away calendar.
Input call schedules into provider calendars.
Assist with division communications.
Schedule institute shared conference room space.
Assist with daily office operations.
Perform other related duties as assigned.