Administrative Assistant IV

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. Job Location (Full Address): 220 Hutchison Rd, Rochester, New York, United States of America, 14620 Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 400098 General Neurology Unit Work Shift: Range: UR URG 106 H Compensation Range: $21.36 - $29.90 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. Responsibilities: GENERAL PURPOSE: Serves as administrative assistant to a singular leader whose role is within the leadership career stream. Provides general administrative support. Maintains and files reports and other information. Schedules and coordinates logistical support for conference calls and meetings. Makes travel arrangements. Provides word processing and other document preparation services. Locates and retrieves information in support of management and technical staff. Schedule 8 AM-4:30 PM Responsibilities GENERAL PURPOSE: The two units combined manage10 faculty members, 4 APPS, 5 nurses and 1 headache fellow. The Administrative Assistant will encounter a variety of issues and work on a daily basis. They are required to function with minimal direction and considerable latitude for independent judgement. Responsible for managing one┐s time and following up on items/tasks as appropriate. Responsible for managing special projects. Responsible for manning the fellowship program. Will have regular interactions with Chief, Administrator, Faculty, and Staff and must communicate clearly with all levels of employees. Frequently identifies and expresses ideas and problem-solving opportunities. Must understand University policies and procedures, analyze information and situations, and make judgements to facilitate outcomes. RESPONSIBILITIES: Anticipates needs and relays Chief/Administrator┐s preferences, concerns, etc. Makes recommendations on these items and serves as a liaison to assure the information is relayed appropriately. Interacts with faculty members, other administrative staff, University officials, and community contacts; representing the Chief/Administrator relaying instructions, decisions, or concerns. Undertakes special projects as they may arise. Researches and responds to patient complaints and transfer of care request for general and headache divisions. Tracks complaints and outcomes and reports those to Practice and Division Administrators. Utilizes RL Solutions application to enter and track complaints. Manages all call schedules for division. Constructs all divisional meeting agendas and minutes. Fellowship Coordination: Manages and maintains fellow weekly schedule, including clinic and outside rotations. Coordinates external rotations for fellow with various specialty clinic outside neurology. Participate in 2 to 3 fellowship oversight meetings for neurology fellowships per year, recruitment/training of fellows, data management and, MedHub fellowship evaluations. Involved in orientation and training of fellows; and acting as liaison between faculty, fellows and support staff. Manages Fellowship websites, necessary paperwork for UCNS accreditation, onboarding and offboarding fellows. Manages and maintains Headache Lecture Series with CEL support, including weekly educational sessions, evaluations and attendance at lectures for continuing education credit for team-based care. Supports the Chief, Administrator and faculty in word processing for any items as assigned relating to divisional needs including recruitment interviews and onboarding of new faculty. Reviews and edits communications for flow of content, consistency, accuracy, and compliance with various standards. Creates, acquires, prints and distributes documents in PDF format. Maintains CV, publication log and correspondent files; prepare presentations and miscellaneous material for Chief. Works directly with the Chief and communications team providing administrative and content support for the General Neurology and Headache Divisional websites. Tracking of professional expenses, memberships, maintenance of Certification, reappointments, license, DEA, Health updates, etc. annually for faculty. Plans and coordinates travel arrangements as needed for internal and external faculty, guests and staff, prepare itineraries, process expense reimbursements. Receives and manages mail, telephone calls and meeting requests on behalf of the Division Chief, Administrator and faculty. Screens, analyzes, prioritizes and responds to all items as appropriate. Directs, plans and coordinates meetings with others internally and externally, including arranging meetings with facilities and equipment. Arranges special events, candidate and guest speaker visits. Coordinates, publishes and distributes itineraries and seminar notices. Greets and assists visitors and speakers. Coordinates Resident, Fellow, and Medical Student clinical rotations notifying faculty of rotations in advance. Responsible for P-Card management, financial forms; PO, Request for Payments, employee reimbursements, P2P ordering, 312 requisitions, and Lectureship planning. Other duties as assigned QUALIFICATIONS: Associate┐s degree and 2 years of relevant administrative experience or equivalent combination of education and experience required. Bachelor┐s degree preferred. 2 years of relevant administrative experience required. Ability to maintain confidentiality required. Exceptional organizational, time management and administrative skills required. Strong communication and interpersonal skills both verbal and written required. Strong technical skills, including a high level of proficiency in Microsoft Office and EMR technology required. Self-motivated preferred. A team player with the ability to work independently preferred. 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. EOE Minorities / Females / Protected Veterans / Disabled: 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.