Operations Assistant (Full-time, Variable Shifts)

Rochester Regional Health; City of Rochester (NY); Hybrid; USD 26,000 - 34,000; Full time

Job summary

Rochester Regional Health is seeking an Operations Assistant to support the administrative operations of Rochester General Hospital. The role provides clerical and receptionist support to the department and leadership, ensuring smooth workflows and data accuracy.

The position requires strong Microsoft Office skills, effective communication, and the ability to work both independently and as part of a team in a fast-paced health system.

Qualifications

• Proficient with Microsoft Office applications (Excel, PowerPoint, Word).
• Strong verbal and written communication skills.
• Ability to work independently and collaboratively within a team.
• Strong organizational, time management, and multitasking skills.
• Adapt to a fast-paced and changing work environment.

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 payroll and timekeeping support, including Kronos entries, edits, and reporting.
• Assist with calendar management, correspondence, file maintenance, and meeting minutes.
• Generate and distribute departmental reports using appropriate tools.
• Coordinate recruitment and onboarding with Human Resources and leadership.

Skills

Microsoft Office

Verbal and written communication

Independent and collaborative work

Time management and multitasking

Education

Associate degree

Tools

Kronos

ANSOS

u.Net

GroupWise

Workday

Qlik

Job description

Job Title: Operations Assistant

Department: Rochester General Hospital

Location: 1425 Portland Avenue Suite 190 Rochester, NY 14621

Hours Per Week: 40, Full-time

Schedule: 2 - 12 hour shift and 2 - 8 hour shifts to equal 40 hours.
All Shifts Availability Required. Shift Start times 6a, 10a, 2p, 6p, 10p, 2am (Do not often swap at 2am); Monday - Friday and Weekend Rotations;

• Each OA will work 1-2 weeks of days, 1-2 weeks of evenings, Weekend rotations every 3rd/4th week. Weekends are always 12 hour shifts 6am-6pm.

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

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.

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.

PAY RANGE: $19.00 - $25.00