Administrative Assistant IV(L)

University of Rochester•City of Rochester, NY

2d•$21 - $30•Onsite

About The Position

The Administrative Assistant provides comprehensive administrative, operational, and financial support to the Sterile Processing Department (SPD) leadership team. This role is responsible for coordinating payroll processes, managing purchasing and invoice reconciliation, supporting HR functions including job postings and employee status changes, maintaining departmental compliance tracking (FMLA, traveler contracts, training pay), and supporting leadership scheduling and operational coordination. The position plays a critical role in ensuring the administrative operations of SPD run efficiently, supporting a department that directly impacts operating room readiness, patient safety, and hospital procedural services.

Requirements

Associate's degree and 2 years of relevant administrative experience required
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

Bachelor's degree preferred
Or equivalent combination of education and experience

Responsibilities

Administrative & Operational Support Provide administrative support to SPD leadership, including meeting coordination, calendar management, and interview scheduling.
Coordinate leadership schedules including maintaining 6-week on-call schedules and time-off tracking.
Maintain departmental tracking tools and records stored in shared systems (Box, Excel trackers).
Coordinate room reservations and logistics for departmental meetings and interviews.
Order and maintain departmental supplies, including office materials, printer supplies, and operational forms.
Financial & Purchasing Coordination Process purchasing requests and requisitions through the P2P system, including blanket purchase orders and capital requests.
Track departmental purchase orders and monitor balances, expirations, and funding levels.
Initiate change orders when PO funds are depleted or nearing expiration.
Process vendor invoices and resolve match exceptions in purchasing systems.
Coordinate ordering of departmental supplies and operational materials.
Payroll & Workforce Administration Process payroll for SPD leadership across multiple payroll cycles (bi-weekly, semi-monthly, and monthly).
Enter special payroll items such as on-call hours and other approved pay adjustments.
Monitor and track flex days and leadership time-off schedules.
Assist leadership with payroll documentation and timekeeping accuracy.
Human Resources & Employee Lifecycle Support Manage job postings in Workday including new positions and replacement requisitions.
Coordinate employee status changes including terminations, job reposting, and administrative updates.
Maintain internal employee records and trackers including attendance and staffing rosters.
Assist with employee reimbursement processes for professional certifications.
Coordinate pay adjustments for new certifications and training differentials in collaboration with HR and payroll teams.
Compliance & Workforce Tracking Maintain departmental FMLA tracking and update usage records based on payroll reports.
Track employee leave status including STD, FMLA, and work restrictions for leadership awareness.
Maintain traveler contract records, including contract timelines and attendance tracking.
Coordinate ID badge requests and administrative onboarding needs for traveler staff.
Training & Workforce Development Support Process training pay adjustments for union staff based on approved documentation.
Assist with scheduling and coordination of annual employee performance review meetings.
Maintain documentation supporting training and credential reimbursements.
Reporting & Data Requests Coordinate badge swipe reports or workforce data requests when requested by leadership.
Maintain departmental trackers for purchasing, staffing, and compliance activities.
Provide administrative reporting support to SPD leadership as needed.