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About the Role
This role provides essential administrative support within a department, acting as a principal assistant to leadership. The position involves performing advanced, complex assignments with minimal direction, requiring initiative and independent judgment in handling confidential information.
Responsibilities
- Coordinate nursing communication badge device administration, including inventory, assignments, and procurement.
- Process nursing communication badges for employee onboarding and orientation.
- Coordinate procurement, deployment, and lifecycle management of clinical mobility phones.
- Develop and maintain standardized processes for nursing communication systems.
- Maintain records related to nursing communication devices and phone inventories.
- Integrate best practices to enhance service delivery efficiency and effectiveness.
- Maintain relationships and collaborate with various University divisions.
- Develop and establish procedures and schedules to meet departmental operational needs.
- Maintain required records and reports of activities.
- Coordinate annual service agreements and quarterly billing activities for communication systems.
- Collaborate with Nursing, Information Technology, Clinical Engineering, Purchasing, and external vendors.
- Provide weekly support to the Professional Nursing Council (PNC), including meeting support, minutes, and event planning.
- Support PNC's communication channels, including newsletters and SharePoint sites.
- Provide support for the Daisy Award Program.
- Assist in the maintenance of the PNC Budget, including preparing data, coordinating expenditures, and processing expense reports.
- Coordinate purchasing activities related to PNC activities and events.
- Function as a liaison to leadership, administrators, faculty, staff, students, and visitors.
- Establish and build positive working relationships with external agencies and organizations.
- Arrange for accommodations, plan, and coordinate activities for visitors.
- Coordinate use of conference rooms and meeting rooms.
- Maintain calendars for room use and events.
- Coordinate and make arrangements for special events, seminars, workshops, and activities.
- Assist in coordinating maintenance of departmental accounts.
- Prepare data for operating budgets and financial reports.
- Prepare analyses and allocate expenses.
- Coordinate expenditures, equipment, supplies, and services.
- Coordinate purchasing activities related to technologies.
- Share information, policies, and operations procedures.
- Interact with external and internal individuals.
- Prepare various administrative reports.
- Provide support to a department, including preparing and reviewing reports and documents, attending meetings and taking minutes, overseeing office management systems, and screening and directing calls.
- Maintain and update the Nursing Unit and Administrative Phone Directory and distribution lists.
- Provide secondary administrative support for the Chief Nursing Executive (CNE), including calendar management, expense reports, and travel arrangements.
- Coordinate and develop informational materials, presentations, and communications.
- Coordinate and oversee highly confidential matters pertaining to the department.
Requirements
- Associate's degree and 3 years of progressively responsible experience in administrative support required
- Equivalent combination of education and experience
Skills
- Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
- Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required
- Ability to effectively communicate and interact, both verbally and in writing, with all people required
- Intermediate knowledge of hardware and software functionality preferred
- Knowledge of communication systems and mobile device management, including inventory control, asset tracking, vendor coordination, purchasing processes, and equipment lifecycle management preferred.
- Experience coordinating technology-related administrative processes specifically related to SharePoint and Umbraco, contract administration, purchasing, and maintaining accurate operational records preferred.
Location
- 601 Elmwood Ave, Rochester, New York, United States of America, 14642
Work Type
- Full time
- Regular
Experience Level
- 3 years of progressively responsible experience in administrative support
Education Level
- Associate's degree
Salary/Compensations
- $21.78 - $30.53
About the Company
- 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.
Equal Opportunity
- The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.