Administrative Assistant IV(L)

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:

500109 Sterile Processing Department

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

The Administrative Assistant provides comprehensive administrative, operational, and financial support to the Sterile Processing Department (SPD) leadership team. This role is responsible for coordinating payroll processes, managing purchasing and invoice reconciliation, supporting HR functions including job postings and employee status changes, maintaining departmental compliance tracking (FMLA, traveler contracts, training pay), and supporting leadership scheduling and operational coordination.
The position plays a critical role in ensuring the administrative operations of SPD run efficiently, supporting a department that directly impacts operating room readiness, patient safety, and hospital procedural services.

ESSENTIAL FUNCTIONS

Administrative & Operational Support

• Provide administrative support to SPD leadership, including meeting coordination, calendar management, and interview scheduling.
• Coordinate leadership schedules including maintaining 6-week on-call schedules and time-off tracking.
• Maintain departmental tracking tools and records stored in shared systems (Box, Excel trackers).
• Coordinate room reservations and logistics for departmental meetings and interviews.
• Order and maintain departmental supplies, including office materials, printer supplies, and operational forms.

Financial & Purchasing Coordination

• Process purchasing requests and requisitions through the P2P system, including blanket purchase orders and capital requests.
• Track departmental purchase orders and monitor balances, expirations, and funding levels.
• Initiate change orders when PO funds are depleted or nearing expiration.
• Process vendor invoices and resolve match exceptions in purchasing systems.
• Coordinate ordering of departmental supplies and operational materials.

Payroll & Workforce Administration

• Process payroll for SPD leadership across multiple payroll cycles (bi-weekly, semi-monthly, and monthly).
• Enter special payroll items such as on-call hours and other approved pay adjustments.
• Monitor and track flex days and leadership time-off schedules.
• Assist leadership with payroll documentation and timekeeping accuracy.

Human Resources & Employee Lifecycle Support

• Manage job postings in Workday including new positions and replacement requisitions.
• Coordinate employee status changes including terminations, job reposting, and administrative updates.
• Maintain internal employee records and trackers including attendance and staffing rosters.
• Assist with employee reimbursement processes for professional certifications.
• Coordinate pay adjustments for new certifications and training differentials in collaboration with HR and payroll teams.

Compliance & Workforce Tracking

• Maintain departmental FMLA tracking and update usage records based on payroll reports.
• Track employee leave status including STD, FMLA, and work restrictions for leadership awareness.
• Maintain traveler contract records, including contract timelines and attendance tracking.
• Coordinate ID badge requests and administrative onboarding needs for traveler staff.

Training & Workforce Development Support

• Process training pay adjustments for union staff based on approved documentation.
• Assist with scheduling and coordination of annual employee performance review meetings.
• Maintain documentation supporting training and credential reimbursements.

Reporting & Data Requests

• Coordinate badge swipe reports or workforce data requests when requested by leadership.
• Maintain departmental trackers for purchasing, staffing, and compliance activities.
• Provide administrative reporting support to SPD leadership 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.