Operations Assistant (Full-time, Variable)

rrhs; City of Rochester (NY); On-site; USD 26,000 - 34,000; Full time

Job summary

Rochester Regional Health seeks an Operations Assistant to support the department's administrative and operational activities in Rochester, NY. You will handle clerical tasks, calendar management, and staff support to maintain efficient workflows.

The role requires strong Microsoft Office skills, effective communication, and the ability to work both independently and with others in a healthcare setting. This is a full-time on-site position at 1425 Portland Avenue.

Qualifications

• Proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Clear verbal and written communication skills.
• Ability to work independently and with a team.
• Strong organizational, time management and multitasking abilities.
• Ability to adapt to a fast-paced healthcare environment.

Responsibilities

• Provide admin support to staff, including calendar and correspondence management.
• Manage payroll and timekeeping entries and related communications.
• Prepare reports and dashboards using reporting tools.
• Coordinate recruitment and onboarding with HR and leadership.
• Maintain department policies and documentation and ensure accuracy.

Skills

Microsoft Office

Verbal communication

Written communication

Independent work

Team collaboration

Organizational skills

Time management

Adaptability

Education

Associate degree

Tools

Kronos

ANSOS

u.Net

GroupWise

Internet

Intranet

Workday

Qlik

Job description

Summary

The administrative role supports the operational activity of the department. Provides clerical/receptionist support duties for department and leadership.

Job Title : Operations Assistant

Department: Rochester General Hospital

Location : 1425 Portland Avenue Suite 190 Rochester, NY 14621

Hours Per Week : 40, Full-time

Schedule : Days/Evenings/Nights

Required Qualifications

• Demonstrated computer proficiency, including experience with Microsoft Office applications (Excel, PowerPoint, and Word).
• Demonstrated effective verbal and written communication skills.
• Ability to work independently and collaboratively within a team environment.
• Strong organizational, time management, and multitasking skills.
• Ability to adapt to a fast-paced and changing work environment.

Preferred Qualifications

• Associate degree.
• Knowledge of medical terminology.
• Three to five years of clerical or administrative experience in a healthcare setting.
• Experience with scheduling and payroll processes.
• Experience using healthcare and workforce management systems, including Kronos, ANSOS (Nursing only), u.Net, GroupWise, Internet, and Intranet applications.

Responsibilities

• Demonstrate proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and Rochester Regional Health systems, including Kronos, Workday, Qlik, and other department-related software. Provide support and guidance to staff on system utilization as needed.
• Manage payroll and timekeeping functions, including Kronos entries, edits, report generation, and routine payroll processes. Maintain knowledge of organizational payroll policies and practices and assist with attendance monitoring and related communications under the direction of departmental leadership.
• Provide comprehensive administrative support to departmental leadership, including calendar and meeting management, correspondence, file maintenance, report preparation, data analysis, and meeting minute documentation.
• Generate, maintain, and distribute operational, staffing, budget, FTE, dashboard, and other departmental reports using appropriate reporting tools and formats.
• Coordinate recruitment and onboarding activities in partnership with departmental leadership and Human Resources, including interview scheduling, candidate communications, new hire processing, and maintenance of orientation and welcome materials.
• Maintain and update departmental policies, procedures, job descriptions, orientation manuals, and other operational documentation to ensure accuracy and compliance.
• Assist with staffing and scheduling activities, including management of PTO, vacation, holiday calendars, and workforce scheduling processes as applicable.
• Perform additional administrative and operational duties as assigned within the scope of the role.

EDUCATION:

LICENSES / CERTIFICATIONS:

PHYSICAL REQUIREMENTS

Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67-100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver’s license.

For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements.

Any physical requirements reported by a prospective employee and/or employee's physician or delegate will be considered for accommodations.

PAY RANGE

$19.00 - $25.00

CITY:

Rochester

POSTAL CODE:

14621

The listed base pay range is a good faith representation of current potential base pay for a successful full time applicant. It may be modified in the future and eligible for additional pay components. Pay is determined by factors including experience, relevant qualifications, specialty, internal equity, location, and contracts.

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.