Administrative Coordinator III

University of Rochester • City of Rochester, NY

6d • Onsite

About The Position

Under general direction and with some latitude for independent judgment, the Administrative Coordinator III performs clerical duties in a busy public office environment, in addition to providing outstanding customer service to volunteers, staff, and visitors in the Friends of Strong Family Waiting Room area.

Requirements

• 2 years’ post high school education in secretarial studies or the equivalent and at least 2 years of secretarial and/or office experience required.
• Minimum of 1 year in a position which demonstrates 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 required
• Extensive customer service experience required
• Strong written and verbal communication skills required
• Ability to work both independently and as part of a team required
• Proficiency in Microsoft Office, specifically Word, Excel, and Outlook required

Nice To Haves

• Experience managing multiple phone lines preferred
• Ability to learn new systems and processes quickly preferred
• Reconciliation experience preferred
• Experience working with UR Financials (Workday) P2P and Marketplace ordering preferred

Responsibilities

• Manages multiple phone lines and answers questions such as appointment inquiries, upcoming events, donations, and general volunteer inquiries. Directs non-departmental calls appropriately.
• Collects all incoming in-kind donations and redirects to appropriate department(s).
• Follows up with thank you notes as appropriate.
• Provides guidance, training, and communication overviews to volunteers and paid staff who assist families in the Family Waiting Room, including communication with the OR and PACU staff.
• Acts as back-up for coverage as needed.
• Supervise FWR volunteers and manage monthly schedule.
• Assists the Assistant Director in reviewing, compiling, and processing 312 requisitions and guest vouchers for Friends of Strong.
• Prepares, processes, and completes monthly and quarterly ledger reconciliations and cross-verifications.
• Analyzes data to ensure an accurate reconciliation process for monthly financial object activity debits and credits.
• Problem-solving to ensure data integrity, balances, and timeliness of reporting.
• Competes tracking log for unreconciled items and composes ledger reconciliation cover page.
• Greets and assists all volunteers and guests using ICARE values.
• Assists volunteers with questions, directions, concerns as needed.
• Reviews and updates volunteer information/compliance using the software program VSys.
• Manages/directs large groups of volunteers during recruitment peaks.
• Oversees collection of required EH and JC documentation for volunteers, including flu, COVID, and TB test reads and results
• Records and distributes minutes at weekly staff meetings.
• Orders supplies for the department as needed.
• Orders and manages inventory for FOS sweat pant/tops program for discharged patients.
• Updates volunteer team outlook calendars for peak recruitment sessions.
• Manages busy conference room calendar for meetings/events.
• Other duties as assigned

Benefits

• The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree