Job Information
University of Rochester Department Coordinator IV in Rochester, New York
GENERAL PURPOSE:
With considerable latitude for independent decision making and judgment, completes high-level projects and provides high-level administrative support of a complex and sensitive nature to the Vice Chair for Finance and Administration. Additionally, provides administrative support project work to Director of Faculty Services and Director of Regional/Business Development, and effectively balances competing demands of the Central Administration team. Functions as a liaison with inter/intra organizational units, outside organizations and individuals. Manages special projects on a regular basis, and organizes special functions as needed. Exercises discretion and confidentiality with sensitive information. Responsible for monitoring his/her own performance on assigned tasks. Performs duties while remaining sensitive to the cultural diversity of the University of Rochester Medical Center and those it serves.
JOB DUTIES AND RESPONSIBILITIES:
HR Responsibilities
Acts as the HR coordinator for the Department of Surgery, including management of payroll activities, time approvals and management, management of all HR actions via paper or electronic processes. Is expected to remain current on all changes in HR processes and policies, and serves as a subject matter expert in system implementations such as CPM and MyURHR. Works closely with designated HR Business Partner and will all managers/administrators in the Department. Creates ad hoc reports as requested. Leads annualy wage and salary administration, processes market-driven wage adjustments, and investigates and resolves any errors in pay or other HR related areas.
Project management
Independently manages and ensures successful completion of special project work in collaboration with the Surgery Central Administration Team. Because the Department spans all three components of the Medical Center – hospital, medical faculty group and school of Medicine and Dentistry – there is a broad range of projects requiring accuracy, attention to detail, interaction with providers and staff throughout the Department, and timeliness. This administrator will prioritize project requests, assess needs, and develop approaches to successful completion. Some examples of these projects include assisting with recruitment candidate itineraries, organizing/assisting with completion of space and equipment surveys, arranging physician outreach activities, completing accurate Community Benefit reporting, overseeing Time and Effort studies, Conflict of Interest reporting, etc.
ICARE Committee
Is responsible for the formation of and ongoing meetings and activities of the ICARE committee for the Department of Surgery. Recruits members from the Department and leads the team in promoting engagement and a culture throughout the Department making it a great place to work. Reviews engagement survey results, addresses areas of improvement, engages staff as much as possible in developing plans. Also creates calendar of ICARE events designed to bring staff together and to demonstrate respect and appreciation effectively. Understands budget and maximizes impact of events working within that budget. Communicates effectively across department related to ICARE events and initiatives. Collaborates with DEI committee where appropriate.
Finances and ledger management
Assumes financial responsibility for monthly ledger reconciliation for Surgery’s central administration accounts, reviewing and reconciling charges with documentation for review by Vice Chair. Investigates and resolves any irregularities within the ledgers. Uses a P-card for appropriate office purchases and ensures compliance with University policies and guidelines. Manages and tracks expenses for APP travel and conference against allocated budget funds. Reviews office expenditures and budget balances in order to allocate expense appropriately based on available funds. Reviews and maintains records of high-dollar expenditures as requested by the Vice Chair (i.e. consultant fees). Prepares ad hoc reports as requested related to Chairs office spending patterns.
Calendar and office management
Proactively, independently and effectively manages the time and calendar of the Vice Chair (understanding the importance of prioritizing their time against various demands), including the scheduling and coordination of weekly, monthly and quarterly meetings. Manages schedule conflicts; alerts Vice Chair to urgent requests; on a daily basis anticipates calendar issues and mitigates same as needed. Provides same coverage and back-up support to Department Chair as needed. Obtains P-card and utilizes it to order supplies, reimburse contracts related to departmental activities. Also supports related areas such as DEI and ICARE in purchasing supplies or materials for events, for scheduling venrors or ordering from caterers for breakfast or lunch meetings. Keeps track of vacation requests from Central Administration team members to ensure adequate coverage of office at all times.
Other duties as assigned
At times unexpected requests are made of the Central Administration office. In addition, deadlines sometimes cross each other and create a “crunch time” for members of the team. Accordingly, may be asked to assume responsibilities or complete projects based on needs as prioritized by the Vice Chair for Finance and Administration.
QUALIFICATIONS:
Bachelor's degree and 3 years of experience in a business operation or administrative role required
Or equivalent combination of education and experience required
Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
Proficient in Microsoft Office applications required
Strong time-management and organizational skills required
Excellent written and verbal communication skills 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: $20.92 - $29.29 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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