Administrative Coordinator III

Rochester, NY

GENERAL PURPOSE:

Under the general direction of Faculty Support Supervisor with some latitude for the exercise of independent judgement, provides specialized administrative services to faculty and unit. Performs routine and nonroutine administrative secretarial duties primarily providing support for department faculty in their role as teacher, clinician, researcher and/or scholar. Supports on going needs related to documentation, routine applications/renewals and mandatory training. Performs an assortment of duties to support the clinical mission of the unit including answering phone calls, funeral director support, filing slides, and printing and collating pathology reports and requisitions. Arranges conference rooms and amenities for meetings and conferences, arranging travel, preparation and submission of expense and reimbursement forms, proofreading, Excel and PowerPoint presentation preparation, and other clerical duties as needed.

RESPONSIBILITIES:

Provides administrative clerical assistance to the academic and research efforts of assigned faculty:

  • Composes and types correspondence, performs library and computer searches, types/proofread scientific papers and course material, updates curriculum vitae and eCV, and provides general support with publication efforts with strict attention to detail and accuracy.

  • Makes travel arrangements and reservations; prepares itineraries for interviews and travel; completes expense and reimbursement forms.

  • Manages calendar and contacts for faculty.

  • Manages recurring pathology review conferences by preparing reports and slides.

  • Produces and maintains department quality assurance records including performing audits for billing accuracy and compliance with regulations.

  • Ensure provision of routine set up needs such as ID cards, parking, system accesses, swipe access/keys, email, phone, professional supplies, etc.

  • Assists with planning and coordinating onboarding events to include activities such as institutional orientation, department welcome/introduction, tours, information for required meetings, and provision of organizational and department information.

  • Assists with maintaining decedent log and signing out decedents to funeral directors. Covers for other clerical staff during absences, and performs other duties as assigned by the faculty support supervisor and assigned faculty

QUALIFICATIONS:

GENERAL PURPOSE:

Under the general direction of Faculty Support Supervisor with some latitude for the exercise of independent judgement, provides specialized administrative services to faculty and unit. Performs routine and nonroutine administrative secretarial duties primarily providing support for department faculty in their role as teacher, clinician, researcher and/or scholar. Supports on going needs related to documentation, routine applications/renewals and mandatory training. Performs an assortment of duties to support the clinical mission of the unit including answering phone calls, funeral director support, filing slides, and printing and collating pathology reports and requisitions. Arranges conference rooms and amenities for meetings and conferences, arranging travel, preparation and submission of expense and reimbursement forms, proofreading, Excel and PowerPoint presentation preparation, and other clerical duties as needed.

SPECIFIC RESPONSIBILITIES:

Provides administrative clerical assistance to the academic and research efforts of assigned faculty:

  • Composes and types correspondence, performs library and computer searches, types/proofread scientific papers and course material, updates curriculum vitae and eCV, and provides general support with publication efforts with strict attention to detail and accuracy.

  • Makes travel arrangements and reservations; prepares itineraries for interviews and travel; completes expense and reimbursement forms.

  • Manages calendar and contacts for faculty.

  • Manages recurring pathology review conferences by preparing reports and slides.

  • Produces and maintains department quality assurance records including performing audits for billing accuracy and compliance with regulations.

  • Ensure provision of routine set up needs such as ID cards, parking, system accesses, swipe access/keys, email, phone, professional supplies, etc.

  • Assists with planning and coordinating onboarding events to include activities such as institutional orientation, department welcome/introduction, tours, information for required meetings, and provision of organizational and department information.

  • Assists with maintaining decedent log and signing out decedents to funeral directors. Covers for other clerical staff during absences, and performs other duties as assigned by the faculty support supervisor and assigned faculty

KNOWLEDGE & EXPERIENCE

  • High School and 2 years of relevant experience required or

  • Equivalent combination of education and experience

Preferred:

  • Two years of post-high school education in secretarial studies or equivalent and 3 years of relevant administrative experience including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation or an equivalent combination of education and experience.

  • Requires highly advanced organizational and clerical skills/proficiency including proofreading and formatting documents/correspondence.

  • Familiarity with medical terminology.

  • Proficient with Microsoft Office applications (Word, Outlook, Excel, PowerPoint).

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

Pay Range

Pay Range: $18.10 - $25.35 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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