Assistant 4 Days Jobs (NOW HIRING)

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:

500007 Organ Procurement Org

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

Serves as primary administrative assistant to the Executive Director and assists other leaders within FLDRN. Provides general administrative and financial 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.

ESSENTIAL FUNCTIONS

• With general guidance as to priorities, manages the time and calendar of Executive Director, choosing or recommending among competing demands on time, referring to matters which can be managed by others.

• Represents the Executive Director in contacts with FLDRN Advisory Board and JMQC concerning general notifications. Board meetings, conflict of interest forms etc. May provide back-up support to other departments and managers as needed.

• Coordinates clerical and other support services for FLDRN leadership and other members of the administration staff. Orders departmental supplies through Workday and Jaggaer (UR Catalog Marketplace). Orders equipment through the UR Tech Store requisition process. Forwards information from building management to FLDRN staff. Will cross train certain job responsibilities with Clinical/Hospital Development Administrative Assistant.

• Assists management team with payroll documentation and timekeeping accuracy in UKG system. Approves Bi-Weekly, Semi-Monthly, and Monthly timecards by the appropriate date. Assists new staff members with setting up Workday profile including payment elections and expense delegations as well as preparing expense reports and supporting documentation for reimbursement. Processes Employee Travel and Expenses Reimbursements and one-time shift payments for staff through Workday.

• Supports Director of Finance by creating and processing supplier invoice requests (SIRs) and purchase orders (POs), including blanket purchase orders and capital requests, within the Workday P2P system. Utilizes P-Card to make payments and completes monthly reconciliation. Assigns the appropriate FAO and spend category to expenses. Sets up new suppliers/vendors in Workday. Resolves match exceptions in purchasing system. Tracks departmental purchase orders and monitors balances. Initiates change orders when funds are depleted or nearing expiration. Orders medical supplies through Allscripts system and maintains preservation inventory binder.

• Assists Director of Finance with management of gift and endowment accounts by tracking contributions and depositing gifts received. Coordinates applications for financial assistance process. Tracks and deposits checks received for tissue development account. Assigns the correct FAO and revenue category to all deposits. Works with purchasing, accounts payable, and vendors to resolve invoice issues. Interacts with internal departments in following up on expense posting issues. Assists with ad hoc projects as needed.

MINIMUM EDUCATION & EXPERIENCE

• Associate's degree and 2 years of relevant administrative experience required
• Bachelor's degree preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to maintain confidentiality required
• Exceptional organizational, time management and administrative skills required
• Strong communication skills, both verbal and written required
• Strong technical skills, including a high level of proficiency in Microsoft Office required

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.