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:

500060 Friends of SMH

Work Shift:

UR - Day (United States of America)

Range:

UR URG 104 H

Compensation Range:

$18.65 - $26.11

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:

Under general direction and with some latitude for independent judgment, the Administrative Coordinator III performs clerical duties in a busy public office environment, in addition to providing outstanding customer service to volunteers, staff, and visitors in the Friends of Strong Family Waiting Room area.

ESSENTIAL FUNCTIONS

Customer Service

• Manages multiple phone lines and answers questions such as appointment inquiries, upcoming events, donations, and general volunteer inquiries. Directs non-departmental calls appropriately.
• Collects all incoming in-kind donations and redirects to appropriate department(s). Follows up with thank you notes as appropriate.

Family Waiting Room

•  Provides guidance, training, and communication overviews to volunteers and paid staff who assist families in the Family Waiting Room, including communication with the OR and PACU staff.
• Acts as back-up for coverage as needed.
• Supervise FWR volunteers and manage monthly schedule.

Financial Assistance

With direction from and collaboration with the Assistant Director:

• Assists the Assistant Director in reviewing, compiling, and processing 312 requisitions and guest vouchers for Friends of Strong.
• Prepares, processes, and completes monthly and quarterly ledger reconciliations and cross-verifications.
• Analyzes data to ensure an accurate reconciliation process for monthly financial object activity debits and credits. Problem-solving to ensure data integrity, balances, and timeliness of reporting. Competes tracking log for unreconciled items and composes ledger reconciliation cover page.

General Volunteer Assistance

• Greets and assists all volunteers and guests using ICARE values.
• Assists volunteers with questions, directions, concerns as needed.
• Reviews and updates volunteer information/compliance using the software program VSys.
• Manages/directs large groups of volunteers during recruitment peaks.
• Oversees collection of required EH and JC documentation for volunteers, including flu, COVID, and TB test reads and results

Clerical Responsibilities

• Records and distributes minutes at weekly staff meetings.
• Orders supplies for the department as needed.
• Orders and manages inventory for FOS sweat pant/tops program for discharged patients.
• Updates volunteer team outlook calendars for peak recruitment sessions.
• Manages busy conference room calendar for meetings/events.

Other duties as assigned

MINIMUM EDUCATION & EXPERIENCE

• 2 years’ post high school education in secretarial studies or the equivalent and at least 2 years of secretarial and/or office experience required.
• Minimum of 1 year in a position which demonstrates the ability to work with minimum supervision and to direct an office operation required; or an equivalent combination of education and experience
• Positive attitude and friendly, upbeat demeanor required
• Extensive customer service experience required
• Strong written and verbal communication skills required
• Experience managing multiple phone lines preferred

KNOWLEDGE, SKILLS AND ABILITIES

• Ability to work both independently and as part of a team required
• Proficiency in Microsoft Office, specifically Word, Excel, and Outlook required
• Ability to learn new systems and processes quickly preferred
• Reconciliation experience preferred
• Exper