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: 900007 Marketing Med Ctr Work Shift: UR - Day (United States of America) Range: UR URG 107 Compensation Range: $47,972.00 - $67,161.00 _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: Manages administrative tasks supporting the URMC Strategic Communications teams (Marketing, Public Relations Communications, and Web Services) and ensures consistent processes are used across the three areas. Maximizes the effectiveness of the departments by developing and tracking financial matters including department budget and vendor invoices, supporting human resources processes in partnership with departmental senior administrative personnel and the HR Business Partner, managing equipment and supplies needs for staff, calendar management for the departments’ senior leaders, and managing select assigned projects. **ESSENTIAL FUNCTIONS** **Financial Administration:** **Working with direction and with latitude for independent judgment:** + Reconciles ledgers, journal entries and makes recommendations to remain within the approved budgets. + Processes a variety of financial transactions; produces, monitors, and reconciles budget statements; researches, identifies, and resolves discrepancies. + Prepares invoices, transfers, and other administrative tasks using Workday and other financial management systems as required. + Engages the appropriate department staff to ensure that external vendor invoices are reviewed against approved purchase orders, previous vendor estimates and approved budgets, and then processed with Accounts Payable for payment. + Assists departmental senior administrative personnel to prepare and submit the annual capital and operating budgets to URMC Finance. **Office Management:** + Manages day-to-day operations of Strategic Communications departments including purchasing supplies, expense reports, requests for payments, cataloguing files and documents. + Primary responsibility for answering phones and greeting visitors. Promptly routes requests to appropriate staff, conferring with departmental senior administrative personnel and/or Strategic Communications leadership team when necessary. + Oversees physical office spaces at Medical Center and Corporate Woods, including managing the hoteling reservation system. Ensures workspaces have necessary equipment and supplies and maintains functionality. Coordinates office space updates, relocations, etc. + In partnership with Business Administrator II, ensures compliance with University policies, procedures, and other regulations as applicable. + Stays abreast of emerging technologies that can further improve communications and documentation sharing processes. Assists managers in training staff on how to use key department software including Airtable, Microsoft 365, Box, Workday and UKG. + Serves as primary troubleshooter for video/teleconferencing. Trains office staff in basic problem-solving and provides an additional level of support when needed for high profile meetings. + Ensures basic maintenance of office equipment (changing toner, etc.). Troubleshoots office equipment, computer and software problems, and digital displays, working with ISD or external repair services as necessary. + Acts as liaison to internal services, such as Facilities and Environmental Services. **Project Management** **In partnership with departmental senior administrative personnel, manages project needs of the departments, including but not limited to:** + Assisting with data analysis for priority project performance and data entry, as needed. + Manages and updates department organizational charts, including URMC leadership. + Selects materials for retention and/or URMC archival purposes. + Researches and purchases new equipment as needed. **Human Resources and Administrative Support** **In partnership with the HR Business Partner, and in collaboration with** **departmental senior administrative personnel** **, supports activities needed to fulfill administrative actions for the departments including, but not limited to:** + Maintaining confidential data and files, including salaries and personal data needed for emergency contact and escalation. + Works collaboratively with Leave Administration to process Leave paperwork including, but not limited to: disability, Workers’ Compensation, FMLA, PFL. + Processes hiring and exiting paperwork for employees. Recommends follow up activity and maintains department records as required. + Ensures that all employees are equipped properly including workspace preparation, procurement of computer/laptop, etc. Completes business process transactions in Workday. **Logistics and Calendar Management** + With general guidance as to priorities, manages the time and calendars of Strategic Communications senior leaders, choosing or recommending upon competing demands for time, and referring matters to be handled by others. + Manages scheduling for monthly staff meetings, and occasionally schedules larger meetings hosted by staff. + Participates in documentation and reconciliation of staff attendance and vacation calendars in the Staff System and UKG/Workday. **Other:** + Manages vendors, contractors and media in a professional manner and directs them to appropriate contacts. + Prepares Department listings for University Directory and on-line staff directory, checking for accuracy and submitting requests for updates. **Other duties as assigned** **QUALIFICATIONS** + Bachelor’s Degree required + 1 year of experience in a business operation or administrative role required; + or equivalent combination of education and experience required + Project management experience preferred; + Ledger reconciliation or financial transaction experience preferred. + Adept at learning new technologies to perform data entry, manage calendars, and create reports required + Basic knowledge of Microsoft Office Suite required + Strong time-management and organizational skills required + Excellent communication skills required + Ability to manage competing tasks within deadlines required **EOE Minorities / Females / Protected Veterans / Disabled:** The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations. Notice: If you are a **Current** **Employee,** please **log into myURHR** to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. **Learn. Discover. Heal. Create.** Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.