Administrative Asst, Office of the URMC CFO - University of Rochester

Responsibilities **Supervised by:** Administrator, to the Chief Financial Officer, University of Rochester Medical Center **Overview:** With limited direction and latitude for independent judgment, reporting to the Administrator to the Chief Financial Officer, coordinate Medical Center Finance activities in support of institutional priorities. This position acts as the principal assistant to the URMC Chief Financial Officer. The Administrative Assistant is charged with maximizing the effectiveness of the Office of Medical Center Finance with respect to workflow, communications, staffing, scheduling, resource management, events, and interactions with key internal and external constituencies, including the University President’s Office, University of Rochester Medical Center Board, and various advisory bodies. Works closely with and provides primary back up to the Administrator for the Chief of Staff’s office. **Responsibilities:** Represent the Office of the CFO in frequent interactions with executive contacts at Medical Center, University Central Administration, hospital, and outside agencies and groups, work closely with URMC Board Finance Committee and URMC Board Audit & Risk members. (30%) + Relays (and frequently anticipates) the Chief Financial Officer’s, preferences and concerns, and obtaining reports or recommendations. + Communicate/interact daily with the URMC Board Committee members and the Senior Leadership Team of the University of Rochester Medical Center. Exhibit emotional intelligence and discretion with high-level authorities. Establish and/or execute professional and appropriate office demeanor and atmosphere, reflective of the office of CEO & CFO. Provides advanced executive administrative support to the CFO and is backup to the Administrator in support of the Chief of Staff to the CEO, including but not limited to: (25%) + Independently manage the calendar of the CFO and assist the Administrator in the management of the Chief of Staff’s calendar as needed. Anticipates needs and determines schedules for planning/preparation time needed prior to meetings and deadlines. Uses emotional intelligence working with other admins to makes decisions and prioritize the CFO’s schedule. + Researches, prepares and organizes background information for business meetings. + Independently, plan and make administrative arrangements for leadership meetings, travel, luncheons/dinners, and seminars involving senior executives, both locally and nationally. Oversees all arrangements for business meetings including securing onsite / offsite location; presentation materials; IT requirements; catering; reservations etc. + Screen, prioritize, and respond to communications (email, phone, mail, etc.) for the Chief Financial Officer. Ensures that CFO is appropriately briefed with the necessary information. Provides advanced executive support in the service of URMC Board Committees, including the URMC Board Audit & Risk Assessment Committee and the URMC Board Finance Committee. (20%) + Uses PowerPoint and other software in order to assist in the template creation and editing/proofreading of materials for board finance and board audit committee meetings. Proofread other materials as needed. + Confirm speakers, distribute agendas, and ensure that all background material/data/information are readily available to URMC Board members and senior executives prior to Board meetings or leadership meetings. Ensure meeting venues are appropriately sized and equipped with necessary presentation, phone and teleconferencing capabilities. Ensure that presentations are finalized and loaded for meetings. + Staff the Board Committee meetings, understanding and arranging technical support for in person and Zoom or Microsoft Team meetings, running the meeting slides for the presenters. + Create official board committee summary notes submitted for approval to the Board Committees. + Create and maintain a process for retaining confidential Board Committee meeting materials and summary notes. Assists the Administrator in various tasks, including but limited to (10%) + Pulling monthly financial reports + Ordering supplies for the Executive suite, in addition to the CFO’s office + Assisting with monthly tracking reports, including COVID-19 tracker + Submitting invoices into Workday for payment. + Setting up purchase orders as needed. May serve as Assistant in the absence of the Administrator to the Chief of Staff to the CEO including all administrative coverage for the office. Establish effective working relationships with other institutional departments through excellent interpersonal and communication skills. (5%) Ensures appropriate information flow externally and within the office of the CFO. Proofread and edit documents and PowerPoints for the CFO, ensuring clarity, accuracy and style consistency. Performs administrative tasks in relation to travel reimbursements, ordering office supplies, including printers for the Finance Office and the Office of the CEO and other duties as assigned. (5%) Communicate updates to leadership audiences. These include messages sent on behalf of the CFO’s office. Stay abreast of emerging technologies that can further improve the communications process. Uses Adobe Professional, Excel, Word, PowerPoint or other formats in support of the CFO and the Administrator. (5%) **Minimum requirements:** + College graduation or an equivalent combination of experience and training. 1 years of relevant administrative experience serving executive level offices. + Must have the ability to independently resolve complex issues with minimal or no direction. + Excellent administrative skills which include minute and note taking. + Excellent oral and written communication skills **Preferred Qualifications** : + Bachelor’s degree and 10 years’ experience supporting a senior manager or executive. + Advanced proficiency with full Microsoft Office package and cloud based sharing. + Able to multitask and manage shifting priorities. + Comfortable interacting with and representing executive leaders. + Ability to work with confidential information and preserve that confidentiality. + Discretion and sensitivity to information being communicated through the department. + Initiative, self-confidence, & flexibility. + Ability to work in a team environment. + Customer service focus - personal accountability to the customer, as well as to colleagues. + Superior organizational skills 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. **How To Apply** All applicants must apply online. _EOE Minorities/Females/Protected Veterans/Disabled_ **Location:** Health Sciences **Full/Part Time:** Full-Time **Opening:** Full Time 40 hours Grade 051