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University of Rochester Secretary to the URMC CFO - 232297 in Rochester, New York

Secretary to the URMC CFO Job ID 232297

Location Health Sciences Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Medical Center Finance

Schedule

8:30 AM-5 PM

Responsibilities

Position Summary:

Serves as Secretary to the Medical Center CFO and the Medical Center Finance Director. Assists the Medical Center Finance department with yearly finance meetings as needed. Schedules meetings with senior levels of URMC and URMC Board Committee members. Makes travel arrangements, manages calendars, processes expense reimbursements, and completes other general office-based tasks as needed.

Duties and Responsibilities:

Calendar Management (60%)

  • Manages the calendar for the URMC CFO, coordinates meetings involving senior leadership, both internal and external, as well as board members and senior faculty. Provides calendar oversight, initiates meeting requests involving other members of the Finance group, senior leadership and others as needed. Reserves rooms as needed and/or sets up Zoom links.

  • Manages the calendar for the Senior Director, Med Center Finance. Provides calendar oversight, initiates meeting requests involving other members of the Finance group, senior leadership and others as needed. Reserves rooms as needed and/or sets up Zoom links.

  • Researches, prepares and organizes background information for business meetings to provide executives with any needed materials.

  • Completes screening, prioritization, and response to communications (email, phone, mail, etc.). Ensures executives are appropriately briefed with all necessary information.

    Event Coordination (15%)

  • Makes arrangements for Finance Meetings, including but not limited to arranging yearly Capital and Operating budget meetings involving HSD Finance departments and their Administrators. Maintains list of members and works with MC Finance members to ensure list accuracy.

  • Reserves venues, coordinates catering, and organizes all other aspects of events including materials, environmental services, and specific dietary and personal requests from attendees.

    General Office Needs (15%)

  • Ensures compliance with University policies, procedures, and other regulations as applicable.

  • Manages daily department needs including mail, purchasing supplies, cataloguing files and documents. Works with the Administrator to stay abreast of the ordering system P2P and adapt to any updates or changes

  • Assists the Administrator with catering needs for URMC Board Meetings and other meetings requiring room resource and catering needs.

  • Answers phone line; resolve and responds to requests in a timely, efficient manner.

  • Maintains a clean, professional office environment conducive to hosting internal and external leadership.

    Other (10%)

  • Works in both on premise and remote locations and must plan in advance shared access to executive materials with their teammates.

  • Works collaboratively with other administrative staff. Provides backup when necessary to the Administrator and other administrative staff in the Executive Suite.

  • Arranges travel and reimbursement of expenses for the URMC CFO. Arranges hotel(s) with conference coordinators, completes expense forms and submits for payment.

  • Works with conference organizers to ensure the CFO has all pertinent materials prior to attending conference, attention to detail is essential

Requirements:

Two years of post-high school education in secretarial studies or the equivalent required. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation required. . Strong knowledge of current Microsoft Office Word, PowerPoint and Excel Programs, as well as Internet. Ability to multitask and manage shifting priorities; ability to work both independently and as part of a team. Excellent oral and written communication skills.

Four years of secretarial experience preferred.

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

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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