Job description
Opening
Full Time 40 hours Grade 007 Clinical Engineering
Schedule
8 AM-4:30 PM; WKNDS/HOLS
Responsibilities
POSITION SUMMARY:
With minimal direction provided, performs advanced secretarial and clerical duties associated with the day-to-day operations of the Clinical Engineering Department. Has routine interactions with SMH Department Heads, Medical Staff, Clinical/Technical support staff, and a variety of outside contacts. Provides day-to-day secretarial support to the individuals responsible for the administration and supervision of department operations.
SUPERVISION EXERCISED:
None
OFFICE EQUIPMENT USED:
Computer, Fax, Label Maker, and copier.
SPECIFIC RESPONSIBILITIES:
- Provide direct secretarial support to the Clinical Engineering management and technical Personnel, Calendar management; preparation of written correspondences; collection, organization, distribution, logging, and filing of mail; management of telephone correspondences; serve as Department receptionist. 10%
- Take service requests, open work orders, and run reports in the CMMS Equipment Management Database. 15%
- Plan and coordinate all business-related department travel; review and maintain related records. 10%
- Review and maintain personnel records of entire Clinical Engineering staff, including complete personnel files on each staff member and up to date personnel rosters. 5%
- Prepare and submit formal staff time record to PERC on a biweekly basis. 5%
- Review and maintain Department-based time record, including documentation related to overtime, unscheduled absences, planned absences, and on-call coverage. 10%
- Plan and coordinate routine staff training including mandatory sessions as indicated; review and maintain all continuing education records. 5%
- Provide general clerical support to the operation as needed; provide general support and direction to clerical staff. Clerical functions include the following: data entry and report generation, inventory control activities, and equipment control activities. 15%
- Provide clerical support for the following: Clinical Engineering's Quality Assurance Program, Department and Division Staff Meetings. Clerical support related to these activities would entail preparation of meeting minutes, creation and maintenance of related activity logs, agenda preparation and distribution, and maintenance of attendance records related to each of these activities. 10%
- Plan and coordinate Department participation in University wide activities (ie. Red Cross Blood Drive, United Way Campaign, etc.) 5%
- Author letters and memos related to routine Department activities or the Department's participation in routine Hospital activities. 5%
Other duties as required. 5%
EXPECTATION:
Proficient in MS Office products, Outlook, Excel, Word.
QUALIFICATIONS:
Education:
Two years of post-high school education in secretarial studies.
Experience:
Two to three years of secretarial experience including activities and responsibilities, which demonstrate the ability to function independently and manage an office operation.
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.
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