Overview
Administrative Specialist Jobs in Yuma, AZ at City of Yuma, AZ
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:
Part time
Scheduled Weekly Hours:
24
Department:
900001 Ofc Sr VP for Health Sciences
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:
As a member of the Strategic Planning team at the University of Rochester Medical Center, this position is responsible for providing comprehensive administrative, finance, and program support. This position plans, organizes, and coordinates business operations in accordance with strategic goals of the department and the organization.
Supports department projects, including dashboard creation and management, portfolio data linking and electronic surveying and follow-up. Researches, analyzes and interprets information and data to support application development. Reviews application for consistency and clarity and proof-reads for flow, grammar and spelling errors.
Provides finance support, which includes supply inventory and ordering, entering annual operating and capital budget information, providing budget reports for sign off and the monthly budget reconciliation process. Responsible for maintaining confidential data and files, including salaries and personal data needed for emergency contact and escalation. Coordinates, plans and finalizes logistical details for project meetings, retreats and special events, including arrangements for facilities, IT/equipment, catering and other required resources.
Independently provides communications assistance including data management, agenda and minutes management, PowerPoint support, and additional information management and communications as required. Serves as a highly functional and independent resource for general administrative support as needed, involves making independent judgments and decisions to satisfy inquiries in a timely manner, sometimes on tight turnaround times with impending deadlines. Analyzes situations and makes independent decisions affecting the outcome and re-directs to others when appropriate.
Demonstrates IICARE* values in daily work.
RESPONSIBILITIES:
Advanced Financial Support
Processes a variety of financial transactions. Enters journal entries, purchase orders, and invoices into appropriate system(s). Independently conducts entry and ledger reconciliations.
Uses judgement in ensuring transactions are accurate, reasonable, and in accordance with university and departmental policies. Investigates any discrepancies and takes corrective action as needed to resolve issues.
Produces, monitors, and reconciles accounts and budget statements. Researches, identifies, and resolves discrepancies independently.
Maintains department p-card, prepares invoices, and completes other administrative tasks using Workday and other financial management systems as required.
Collaborates with Purchasing to establish vendor contracts.
Completes and processes required finance and HR forms, in partnership with departmental leadership, Payroll, Finance, and HR Business Partner as appropriate. Approves payroll.
Enters the operating and capital annual budgets into appropriate financial systems.
Program Administrative Support
Provides program specific support, including but not limited to:
Develops program plans, timelines, and budgets.
Creates and maintains programs documentation such as meeting minutes, status reports and dashboards.
Gathers data to advance programs by developing survey questions, administering through online survey tools, and presenting analyses to Lead Strategic Initiative Specialist.
Maintains departmental policies and procedures, ensuring alignment with University policies and procedures.
Provides back-up support to other administrative staff as needed.
Grant Management Support
Provides program specific support, including but not limited to:
Maintains familiarity with URMC strategic priorities and funding needs in order to support the grant management processes.
Researches potential funders (foundations, government) and identifies funding opportunities.
Researches, analyzes and interprets information and data to support application development.
Reviews application for consistency and clarity and proof-reads for flow, grammar and spelling errors.
Manages and compiles all forms, including researching and coordinating data and leadership sign-off within tight timelines.
Compiles, reviews thoroughly, and submits grant applications into funder portals.
Event Coordination
Organizes logistics for project meetings, retreats and special events, including making arrangements for facilities, IT/equipment, catering and other required resources
Office Management and Administrative Support
Maintains confidential data and files, including salaries and personal data needed for emergency contact and escalation.
As needed, works collaboratively with Leave Administration to process Leave paperwork including, but not limited to: disability, Workers’ Compensation, FMLA, and PFL
Processes hiring and exiting paperwork for employees as needed; completes follow up activities and maintains department records as required.
Ensures that all employees are equipped properly including workspace preparation, procurement of computer/laptop, etc.
Completes transactions in Workday and UKG as required
Ensures compliance with University policies, procedures, and other regulations as applicable.
Ensures basic maintenance of office equipment. Troubleshoots office equipment, computer and software problems, working with ISD or external repair services as necessary. Acts as liaison to Facilities and Environmental Services.
Supports department staff in addressing emerging technology needs and skills as well as trouble shooting technology needs.
Other Duties as Assigned
QUALIFICATIONS:
REQUIRED:
Bachelor’s Degree
1 year of experience in a business operations or administrative role;
Or equivalent combination of education and experience.
Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures
Ability to learn new software or skills
Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc
Ability to handle multiple priorities independently
Strong time management and organizational skills, and the ability to meet deadlines in a fast-paced environment
Ability to work independently with minimal guidance
Ability to independently prioritize assignments
Ability to proactively resolve problems
Adept at learning new technologies to perform data entry, manage calendars, and create reports
PREFERRED:
Prior experience with budget reconciliation tasks.
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.
Title: Administrative Specialist
Company: City of Yuma, AZ
Location: Yuma, AZ
