GENERAL PURPOSE:

Type correspondence, reports, and other materials. Conduct information retrieval and data entry. Compile, organize, and maintain records of business transactions. Maintain moderately complex indexes and files. Open, sort and route incoming mail, answer correspondence and prepare outgoing mail. Maintain and update filing, inventory, mailing and database systems. Operate office machines; photocopiers and scanners, facsimile machines, voice mail systems and personal computers. Complete and mail bills, contracts, policies, invoices and checks. Compile, copy, sort, and file records of office activities. Answer phones, direct calls and take messages. Often provides work direction to lower level support employees.

RESPONSIBILITIES:

40 % Administrative Support

• Telephones (main switchboard) approximately 10 phone lines

• Back up to answer main lines for Nursing Recruitment – answer after third ring

• Receive messages for co-workers

• Assist applicants that encounter problems with online application and trouble shoot to help resolve issue

• Back up coverage for Administrative Coordinator and Administrator during vacations and time off

• Schedule pre-employment physical appointments via online calendar and schedule I9 appointment with HR if necessary

• Enter appointment on the online calendar and forward a follow up email with applicant confirming appointment. Write in book in main office

• Interfaces with Employee Health

• Every Monday morning will assist with processing recruitment application report and setting up new applicant files

• Print off online applications

• Enter applicant information into database (NPD)

• Establish applicant file

• Check NPD database if previously applied – Previous applicant – pull breakdown file and include with new documentation submitted

• Check internet (NYS website) for appropriate license

• Rehires – pull previous file from Nursing Time Management

• Disposition applicant file in HRMS accordingly

• Distribute files to appropriate Nurse Recruiter

• Back up for application report when necessary

• Lunch coverage daily for Administrative Coordinator at front desk. (noon to 12:30)

• Breakdown files – process all files needing follow up letters. Disposition in NPD and HRMS and create breakdown file and file appropriately

• Process and set up all new internal transfers (purple files)

• Check NPD database to ensure there is not a current file in the system – if yes, notify Nurse Recruiter and process accordingly

• If there is not a current file, clear out information in NPD (if needed) enter updated information and set up purple file – give to appropriate Nurse Recruiter -file purple file in tall file cabinet

• Mail pick-up for Nursing Practice on Thursday every other month – starting month is May

40% Traveler Support

• File Maintenance, manages and coordinates processing of RN and LPN traveler files for Nursing Practice. Works very closely with the coordinator for nursing travelers to ensure newly hired traveler have personnel files created and placed in appropriate start date.

• Works closely with coordinator and Nurse Managers to ensure traveler’s completing their assignment have the personnel file returned to Nursing Recruitment and ensure all required JACHO documentation are complete and, in the personnel file.

20% Miscellaneous

• Work to ensure all graduation verification has been completed via National Clearing House for newly hired graduate nurses – Seasonal for Spring; Summer and Winter graduates – will receive list from Administrator

• Work with office staff to ensure files are replenished in a timely manner

• Assist with projects that are requested from Nurse Recruiters; Director; Administrator and Coordinator of Travelers

QUALIFICATIONS:

High School and two years relevant experience required.

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

Pay Range

Pay Range: $18.65 - $26.11 Hourly

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.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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