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Secretary III
Category: Education
  • Your pay will be discussed at your interview

Job code: lhw-e0-90672088

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University of Rochester

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  Job posted:   Thu Jun 7, 2018
  Distance to work:   ? miles
  41 Views, 0 Applications  
Secretary III
Part Time 25 hours Grade 007 Med M&D-Infect; Dis STD Clinic
**Role Overview:**
To provide clerical support for faculty and staff at the Center for Community Practice (CCP), which is offsite from the University. Strong skills in Microsoft Word, PowerPoint and Excel are preferred.
*Lead Clerical Support: *
Prior to Course: Monitor assigned courses in on center's website/database and assure that lead trainer is kept up to date with regard to number of participants registered throughout registration period and communicate with appropriate staff on any issues that arise. Assists in preparation for training delivery - including, but not limited to: monitoring of registrants - sending approval/rejected/waitlisted or confirmation letters, printing sign-in sheet(s), preparing student folders and handouts, as well as other required pre-course paperwork. Update lobby whiteboard. For out of town trainings, track shipped manuals & materials to assure they have been received by host agency prior to training day.
During course: Brews coffee and puts breakfast out for training participants on on-site training days, cleans up breakfast items from participant snack room and sets out afternoon snack, cleaning up area and re-stocking at end of training day. Handles requests of training participants during course delivery for on-site trainings, including continuing education credit requests.
Post course: Completes post-course paperwork per protocol and refiles left-over training materials to reduce unnecessary duplication of course materials. Responsible for updating course and participants status on centers website/database upon course completion. Follow funder protocols regarding post course data requirement.
Course evaluation: Data enters course evaluation information for CCP courses, ensuring their accuracy and maintaining electronic filing of them by quarter/by grant.
*Provides general clerical support:*
Provides clerical assistance to management and training staff in the following ways: Answers phones, provides word processing, data entry, faxing, copying, and accessing articles via the internet. Provides daily monitoring and distribution of CCP e-mail and fax in-box contents, courier and USPS mail. Assists with projects as needed, including, but not limited to, conference planning, relocation efforts, grant preparation, and funder site visits.
Prepares request for payment and purchase order requests as needed in conjunction with the finance coordinator. Reviews trainers travel reports to ensure accuracy before giving to Finance Coordinator for sign-off. Enters data into Quikbooks as instructed per finance manager.
*Training logistics:*
Maintains training materials by incorporating trainer revisions; formatting and preparing course manuals using Microsoft Word and PowerPoint.
Make travel arrangements for all CCP staff, including flight/rail/car rental, hotel, etc., ensuring best prices. Works with UR Finance office to get tax exempt forms for staff traveling within NYS or for vendors when purchasing items.
*Inventory Maintenance: *
Maintain an inventory of CCP training manuals (ordering/stocking/organizing) and keeping coordinator involved in process. Shared responsibility for updating the center's training events Excel spreadsheet. Maintain adequate inventory of training, marketing, office and refreshment supplies (ordering/stocking/organizing). Maintain CCP Equipment Inventory - including tagging new equipment and updating the electronic log (Excel spreadsheet).
Participates in staff meetings bi-monthly, taking meeting minutes live and updating training calendar (Excel spreadsheet).
*Site Coordination: *
Main contact person for various issues @ CCP including maintenance, rodent control, water issues, etc. that require attention and action of property manager (City of Rochester) or UR Real Estate office.
*Software Programs:*
Maintains knowledge of and utilizes computer software programs including Microsoft: Word, PowerPoint, Excel, Publisher in addition to CCP's website, database and webinar platform, WebEx, and assists CCP staff with usage.
Member of Marketing Committee responsible for producing marketing materials including course flyers, and posting announcements on CCP's website in addition to social media posting.
2 years of post-high-school education: secretarial or word processing studies, or the equivalent. At least 2 years of secretarial, word processing and practical office experience with demonstrated ability to work with limited direction and to direct the work of word processors or clerical assistants technical. Advanced secretarial or word processing skills, the ability to take dictation at 100 words per minute and to transcribe at 55words per minute. The ability to operate standard office machines and word processing equipment. OR a combination of formal training and experience equivalent to the above.
*EOE Minorities/Females/Protected Veterans/Disabled*
*Job Title:* Secretary III
*Location:* School of Medicine & Dentistry
*Job ID:* 208873
*Regular/Temporary:* Regular
*Full/Part Time:* Part-Time

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