Administrative Coord III

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

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ESSENTIAL FUNCTIONS

• Prepares and coordinates a variety of projects for Manager of Data Analysis, Program Administrator & Marketing Administrator as well as assisting personnel in the design, development and distribution of program marketing materials and resources. Manages and prioritizes a calendar of appointments, meetings, and travel for Program Administrator and senior administration choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access to the Chairman and Program Administrator. Anticipates the needs from and obtains background material for decisions and conferences. Compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches. Composes correspondence on departmental policies and communications. Plans and organizes administrative aspects such as agenda preparation, site selection, food/beverage selections, audio visual arrangements and document development. Prioritizes meetings, appointments, travel, and phone calls to the Chairman and Program Administrator based upon urgency and importance and type of request; responds to telephone calls independently and triages as necessary.  
• Assures fiscal responsibility of departmental administrative functions and ensures cost effectiveness for all events planned for meetings and agreed upon budgets. Assures that arrangements and purchases for the Administrative office are cost effective and meet all University standards. Represents the department in requisitioning and arranging for administrative and other services, including space, equipment and supplies. Edits and publishes department notices, departmental regulations, announcements, and minutes of department meetings. Orders and dispenses supplies for office at 2180 South Clinton Ave. and SMH Medical Center staff, coordinates travel and other accommodations; prepares all reimbursements, requests for payment, and travel/conference expense reports for entire Department of Neurosurgery. Prepares and tracks faculty dues and reimbursements. Estimates and controls expenditures for supplies and services and coordinates with departmental Finance office. Manages and controls P-Card purchases and prepares monthly reconciliation and reports. Manages and maintains all aspects of uniform program, including the website, vendor contact, maintaining spreadsheets with orders and financial reconciliation.
• Manages regional affiliations by assisting the Marketing Administrator and Residency Coordinator with creating correspondence, mailings, follow-up with attendees to CMEs, Nursing Forums, Residency Activities, etc. which includes providing onsite support during events, creation of registration spreadsheets, maintenance of registration lists, correspondence with event participants, generation of attendee nametags as well as coordination of conference room schedule for the Department of Neurosurgery. Provides project management support that includes researching venues and pricing information, initial negotiation of pricing, organizing, scheduling and coordination of departmental events including visiting professorships, banquets and alumni gatherings. Secures venues, coordinates invitations and printed materials, collects RSVP's and communicates with vendor. Maintains oversight of prepared budget to ensure cost effectiveness
• Interacts directly with employees and community-based providers regarding availability. Utilizes information to create the neurosurgery call schedule within URMC database for Strong, Highland and FF Thompson Hospitals and Bassett Healthcare. Distributes call schedule to all providers, hospital staff, and answering service, then ensure ongoing changes are made and redistributed as appropriate.
• Works closely with departmental staff, facilities, audiovisual, parking, security and outside vendors including the coordination of meetings with Senior Leadership to ensure success.

Other duties as assigned.

QUALIFICATIONS

• HS Diploma required
• Bachelor’s preferred
• One to three years of administrative support experience in an academic and/ or medical setting preferred
• Time management, interpersonal communication, organization, attention to detail, ability to work independently required

EOE Minorities / Females / Protected Veterans / Disabled:

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.