Administrative Coordinator III

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:

500053 SMH Hematology/Oncology Admin

Work Shift:

UR - Day (United States of America)

Range:

UR URG 104 H

Compensation Range:

$19.04 - $26.63

Responsibilities:

This person provides direct administrative support to faculty members of Wilmot Cancer Institute's Hematology and Oncology Division, Department of Medicine. The faculty members have research and clinical roles. The employee must be able to work with limited supervision, exercise independent judgment, understand and communicate Unit Departmental policies and procedures, analyze situations, and make decisions to achieve desired outcomes. In addition, a primary and unique role is that this person supports the academic activities of the faculty by editing manuscripts, inserting references into manuscripts, uploading and tracking manuscripts in multiple online journals for submissions, and as an assistant for editorial activities (organizing and tracking reviews), creating and maintaining PowerPoint presentations, monitoring and linking publication to grant activities, organizing data for progress reports, preparing minutes for research meetings, organizing small and large research meetings through webinars and for face to face (including local and external researchers). This person serves as a resource to other Administrative Coordinators and faculty in the Hematology/Oncology Division who require assistance with research activities.


Coordinate conference schedules, plan and arrange travel, and prepare lecture handouts and slide presentations. Maintain up-to-date files of curriculum vitae, funding support, and bio sketches. Maintain files of credentialing information, meetings and committees, and miscellaneous hospital and medical center information. Coordinates faculty recruitment agenda and visits. Process payment requests for journals, publication dues, travel, and conference reimbursements, and maintain expense account listings. Anticipates faculty needs and gathers background material for decisions and conferences. Compiles and edits, checking for accuracy, material for reports, correspondence, publications, and speeches. Prepares and signs routine correspondence; composes correspondence on policy or other substantive matters
Under general direction as to policies and regulations. This person will be privy to confidential information; maintaining this information is important.
Process daily mail, faxes, copies, and scans.

Offer Admin Support to the meetings listed below:
• Faculty Meeting
• WCI Clinical Operations
• Recruitment Meetings

ESSENTIAL FUNCTIONS

• Manage several faculty members, time by controlling and prioritizing access to them, maintaining administrative calendars, resolving scheduling conflicts, coordinating, scheduling, and gathering pertinent information for meetings, including background material for formulating agendas. Coordinate lecture schedules, arrange travel, and prepare lecture handouts and slide presentations. Maintain up-to-date files of curriculum vitae, funding support, and bio sketches. Maintain files of credentialing information, meetings and committees, and miscellaneous hospital and medical center information. Process payment requests for journals, publication dues, travel, and conference reimbursements, and maintain expense account listings.
•  Prepare and Process routine and non-routine correspondence, manuscripts, abstracts, and reports. Organize and attend departmental meetings to record, process, and distribute minutes.   
• Supports the academic activities of the faculty by editing manuscripts, inserting references into manuscripts, uploading and tracking manuscripts in multiple online journals for submissions, and as an assistant for editorial activities (organizing and tracking reviews), creating and maintaining PowerPoint presentations, monitoring and linking publication to grant activities, organizing data for progress reports, preparing minutes for research meetings, organizing small and large research meetings through webinars and for face to face (including local and external researchers).
• Recruitment/Event Planning
• Schedule space, technical support, and catering needs.
• Creates and electronically distributes announcements of seminars, academic events, and meeting schedules
• Receives and responds to a high volume of telephone and electronic mail communications throughout each day from sources both inside and outside the institution.
• Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• High School diploma or equivalent and 2 years of relevant experience required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Computer, Microsoft Word, Excel, PowerPoint, Printer, Copier, Fax preferred

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.