Administrative Asst

GENERAL PURPOSE:

Serves as the principal assistant to the Director and Assistant Director of Emergency Nursing, providing and coordinating support services, managing their general office needs and related administrative services.

SPECIFIC RESPONSIBILITIES :

With general guidance as to priorities, manages the time and calendar of the Director and Assistant Director of Emergency Nursing while choosing or recommending among competing demands on time, referring matters to be handled by others, and controlling access to the Director and Assistant Director.

This position has frequent interactions with enterprise leadership in all areas and other administrative positions and requires sound judgement, professionalism, and attention to detail, outstanding communication skills, and the ability to maintain strict confidentiality.

This position is the ambassador and representative for the office and organization with external vendors, community groups and other external collaborators.

Anticipates the needs from and obtains background material for decisions, meetings, presentations and conferences. Compiles, edits, checks for accuracy material for reports, correspondence, publications and presentations. Prepares, composes, and sends correspondence on the behalf of the director.

Assists with booking travel accommodations.

General Office Support – Director and Assistant Director, Nurse managers and educators as needed.

Assist with onboarding of new leaders,

• Communication

• Telecommunication

• Correspondence

• E-mail

• Review, prioritize and respond to internal and external correspondence, communications and inquiries

• Troubleshoot and resolve issues as appropriate

• Maintain all Contact and Distribution lists

• Time and Calendar Management

• Meetings

• Scheduling (in person and Zoom); distribute outlook calendar invitations

• Prepare and submit meeting space reservations

• Arrange for refreshments

• Develop proposed agendas for review and take meeting minutes

• Distribute Agendas and meeting materials

• Procure presentations

• Set up meeting room, arranging computers and refreshments, accessing Zoom connection and presentations

• Troubleshoot technical difficulties

• Start and monitor Zoom meetings, access presentations

• Take, transcribe and distribute meeting Minutes

• Maintain attendance records and rosters

• Files – Electronic and Hard Copy

• Maintain and organize files

• Office Supplies

• Maintain inventory of supplies

• Order supplies, arrange for payment

Operations/Reporting

Participates in annual strategic planning activities and budget development and analysis

Assists in preparation of reports and action plans related to nursing practice strategic initiatives.

Processes financial transactions and reimbursements, and monitor account activity utilizing Work- day (UR Financials).

Miscellaneous

• Presentations/Slides

• Assists in gathering information/data

• Assists in preparing slides and presentations

• Conferences

• Assist in making travel, accommodation and registration arrangements for conferences

• Submit requests for reimbursement of travel expenditures

• Coordinate any office relocation and onboarding of new staff

• Develop/maintain office relocation checklist and sequence of actions

• Solicit quotes

• Arrange for network drops and phone services

• Arrange for keys and office signs

• Order new business cards

• Arrange for payments

• Pack office files and supplies

• Arrange new office space, organize files and supplies

Other duties as assigned

REQUIREMENTS:

• College graduation or an equivalent combination of experience and training required.

• 1 year of relevant administrative experience required.

• 3 years or more of advanced office experience, including 1 year in a position that demonstrates the ability to work with minimum supervision and to direct an office operation, is strongly preferred. Ability to identify and anticipate needs preferred.

• Advanced proficiency in computer and printer hardware, software, Microsoft Office Suite such as Outlook, Excel, PowerPoint, and databases preferred. Proficient in working with other support systems (eg Survey Monkey, Zoom, RedCap, Google docs, Microsoft Teams). as well as mobile technology preferred. Ability to organize the work area and handle interruptions preferred.

• Very strong communication skills and ability to multitask and act on behalf the Director of Emergency Nursing and Emergency Service Line preferred.

NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

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

Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051
Schedule: 8 AM-4 PM