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University of Rochester Secretary III - 220806 in Rochester, New York

Secretary III

Job ID



Health Sciences

Full/Part Time


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Full Time 40 hours Grade 007 URMC Fitness Center


9:30 AM-5:30 PM


Position Summary:

This position will help coordinate and run various programs offered at the Fitness Center, such as weight loss programs, exercise programs and kid's camp. The position will process payments and handle daily accounting tasks for the Center. Candidate should possess strong customer service skills and an ability to multitask, as the position will deal with many existing and potential customers and will serve as a salesperson and liaison for the Center and its programs.


  • Provide assistance to Manager and other staff members as needed or required

  • Provide all information concerning membership to potential members, such as staff, faculty, residents, post-docs, fellows, students, retirees, alumni and family, and give tours as requested. Represent the Fitness Center by providing written materials, as well as enticing individuals with a verbal description of the Center and its programs. This requires up to date and accurate knowledge of the services/programs offered and the benefits available to members. Respond to any questions or concerns that may arise from this communication.

  • Input "Time and Labor" in HRMS for all TAR positions

  • Reconcile and record various monthly statements/ revenue in spreadsheets for tracking

  • Order general office medical supplies and other supplies

  • Call vendors/ companies regarding faults or discrepancies of items or billing

  • Pay invoices to vendors

  • Update personal trainer's client schedule each month.

  • Daily monitor the Center for cleanliness, organization and general upkeep

  • Help maintain upkeep of pro-shop and inventory items once per month and submit to manager

  • Organize and sort any files and paperwork

  • Create daily sales summary for deposit and track monthly tax info in summary report

  • Update and maintain changes of forms ( such as class attendance, time sheets, deposits) used within the Fitness Center

  • Add and delete members from database and access control, as needed

  • Clean out lockers upon expiration, including medical student lockers and update lock and locker information after locks have been switched

  • Conduct orientations for any new Center members. This orientation covers the rules, policies and procedures of the Fitness Center.

  • Fun Fitness Camp

  • Process paperwork of registrants and record information

  • Check health history forms and record allergies or conditions

  • Contact parents as needed and answer questions on camp

  • Prepare payment statements for parents

  • Help counselors as needed

  • Organize fairs

  • Find and contact vendors and send all pertinent information

  • Request donations from various vendors relating to health

  • Set up Floor Plan & Order Tables and Chairs

  • Weight loss programs -enter participant information, coordinate and attend some sessions, weigh participants, maintain, email participants, etc.

  • Help with all facets of run/walk for the Fitness Center ( coordinate departments, sort shirts, bibs, stuff bags, answer questions, etc.)

  • Solicit vendors for prizes for various programs by mailing them a donation request letter and later following up with a phone call.

  • Staff information tables as needed

  • Time at front desk servicing customers for membership or any programs offered

  • Various random duties or needs of the center and their members as they occur


Education: 2 years of post high school education: secretarial or word processing studies, or the equivalent.

Experience: At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants.

Technical: Advanced secretarial or word processing skills. The ability to take dictation at 100 words per minute and to transcribe at 55 words per minute. The ability to operate standard office machines and word processing equipment.

OR a combination of formal training and experience equivalent to the above

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled