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: 500223 Radiation Oncology SMH 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: Serves as administrative assistant to a chair of Department of Radiation Oncology. Manage, oversee, direct on behalf of administration multiple aspects of faculty support and oversight Independently review and evaluate documentation required for academic appointments, reappointments, promotions, and credentialing on all Radiation Oncology faculty. Possesses a strong understanding and implementation of all University, Medical School, Hospital and Departmental policies and procedure regarding faculty affairs. RESPONSIBILITIES: Support to Chair Serves as primary assistant to Chair of Radiation Oncology to support departmental, academic, and patient related activities. Manages complex calendars, schedules high-level meetings, develop and publish meeting agendas. Proactively prepare and compile information needed; arranges follow-up meetings, correspondence, and activities. coordinates travel arrangements. Appointments/Credentialing Work with OAA to process recruitment, initial appointments, promotions, and reappointments for Radiation Oncology faculty and post doc fellows. Works with the Medical Staff Services and ISO to complete and submit all required documents for faculty credentialing process. Maintain electronic faculty credentialing file including current state licenses, DEA certificates, and all pertinent credentialing documents for both faculty and staff. Recruiting/On Boarding: Schedule interviews for potential faculty, staff, and students. Coordinate travel arrangements for faculty interviews. Compose Functional Job Descriptions and work with Human Resources Business Partner to obtain pay rates, create job postings on sites such as Interfolio, HRMS, AAPM, Astro, and Indeed. Independently establish communication with new faculty and coordinate all required documentation, schedule training, orientation sessions, and drug testing. Payroll/PAFs: Responsible for reviewing and approving payroll for department┐s biweekly and semi-monthly employees. Adjust as necessary due to absences, disabilities, corrections, etc. Processes extra compensation and pay distribution forms and Faculty reimbursement forms. Manages vacation/personal time process for faculty including notifying faculty of annual allotment and tracking allotment use. Processes PAFs for both staff and faculty. Other Duties: Authorized University of Rochester Pcard holder, authorized to make purchases in accordance with program policy. Act as backup to Department Coordinator for office supply ordering. Serves on committees concerned with administrative reports. Edits and publishes notices, departmental regulations, announcements, and minutes of department meetings. Acts as department Gatekeeper to request authorized DRO employees and contractor┐s ID card reader swipe access to department. Maintain UR phone directory on all Radiation Oncology employees. Assist in planning and coordination of department events. Provide administrative support to Senior Administrator and Program Administrator as needed. QUALIFICATIONS: Associate's degree and 2 years of equivalent combination of education and experience required Ability to maintain confidentiality Exceptional organizational Time management and administrative skills Strong communication skills, both verbal and written Strong technical skills, including a high level of proficiency in Microsoft Office 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. Notice: If you are a Current Employee, please log into myURHR to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. Learn. Discover. Heal. Create. Located in western New York, Rochester is our namesake and our home. One of the world's leading research universities, Rochester has a long tradition of breaking boundaries-always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you're looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better-Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.