Administrative Assistant IV

Location: City of Rochester

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):
** 601 Elmwood Ave, Rochester, New York, United States of America, 14642
** Opening:
** Worker Subtype:

Regular Time Type:

Full time Scheduled Weekly

Hours:

40

Department:500478 OR Surg Nursing/SMH

Work Shift:

UR - Day (United States of America)
Range:

UR URG 106 HCompensation 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  Under the direction of the Director of Nursing Perioperative Serivces provides high-level administrative support of a complex and sensitive nature requiring attention to detail and timelines, and ability to work independently with a high degree of efficiency. With minimum direction and considerable latitude for independent judgment; performs routine and non-routine duties for Perioperative Services requiring sensitivity to the needs and concerns inside and outside the department Is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University.
** Responsibilities:
*** Proactively and effectively manages the time and calendar of Perioperative Services' leadership. Anticipates the needs of the leadership team.  + Schedules meetings and events for the Director of Perioperative Nursing, Assistant Directors and Nurse Managers.  + Oversees all arrangements for business meetings and events sponsored by the department by securing onsite/offsite location; presentation materials; IT requirements; catering; reservations, etc.  + Schedules Division's shared conference room space.  

+ Manages all daily operations of the office including mail.  + Records, maintains, and distributes agendas, obtains information, distributes minutes from the Assistant Director Meeting and Perioperative Nurse Manager Meeting held biweekly; follows up on action items as requested.  + Assists with Division communications.  + Copying, scanning and faxing.  + Assists with developing PowerPoint slide and poster presentations.  + Composes routine and ad-hoc correspondence.
* Finance Support  + Prepares and tracks Capital paperwork, identifies and addresses invoice discrepancies.  + Strong knowledge and frequent usage of McKesson Supply Chain Management (PMM) in the processing, receiving, and follow-up of capital purchases for the operating room.  + Responsible for Division scanning of all forms and paperwork for electronic filing promptly.  + Routes and tracks signature process for personnel forms/salary distribution changes.  

+ Identifies and pursues issues (non-personnel) related to monthly reconciliation, including undocumented expenditures, payment follow-up, etc. Researches, follows up and collects supporting documentation identified as missing through the department's monthly account reconciliations.  + Processes expense reports, requests for payments, cataloguing files and documents.  + Requests for payment, travel and conference, 312 requisitions, employee expense reimbursements, etc.  + Orders supplies, reconciles packing slips, and distributes/stores purchased items, keeping office supplies organized and accessible.  

+ Initiates all procurement orders including University SOLO items.  + Monitors department budgets for nursing, and manages paperwork submissions for reimbursement
* On-boarding of new faculty and staff in Perioperative Services.  + Assists with preparation and orientation of new faculty and staff, including computer and phone set up, building access, keys, etc. as well as acting as the new hire's initial point of contact.  + Responsible for locker assignment for all OR staff  + Serves as OR Gatekeeper by providing specific OR swipe access, both initiating and deactivating as needed.  

+ Routinely responsible for obtaining swipe reports used to monitor swipe discrepancies.  + Grants all Perioperative staff with initial access to scrubs.  + Acts as direct liaison between staff and Cintas (scrub vendor) for all matters regarding scrub maintenance  + Efficiently resolves scrub discrepancies through internal tracking mechanism and working with Cintas.
* Human Resource Management  + Assists with HR matters, such as, scheduling interviews and maintaining accurate logs of candidates interviewed and hired.  + Verifies and approves time for staff in…