Department Coordinator IV

Socket.dev; Massachusetts; On-site; USD 30,000 - 41,000; Full time

Job summary

The University of Rochester is seeking an Administrative Support Specialist for the Center for Community Health & Prevention in Rochester, NY. You will provide administrative and clinical support to a multi-disciplinary team and manage calendars, travel, and meeting logistics to ensure smooth operations.

Ideal candidates have an Associate's degree with 3 years of administrative experience, strong Microsoft Office and database skills (FileMaker Pro), and familiarity with EPIC.

Qualifications

• Associate's degree and 3 years of administrative support experience.
• Proficiency with Microsoft Office, FileMaker Pro and EPIC.
• Strong communication and organizational skills; detail oriented.

Responsibilities

• Provides administrative and clinical support for a multi-disciplinary clinical team.
• Manages calendars, coordinates travel, and prepares materials for meetings.
• Supports front-office and referral activities, and liaises with staff and vendors.
• Assists with scheduling and patient-related inbasket tasks and templates.

Skills

Communication skills

Scheduling

Customer service

Public relations

Budget administration

Education

Associate's degree

Tools

Microsoft Suite

FileMaker Pro

Zoom

Box

Adobe

EPIC

Job description

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

46 Prince St, Ste 3001, Rochester, New York, United States of America, 14607

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 900070 Ctr Comm Health & Prevention

Work Shift: UR - Day (United States of America)

Range: UR URG 106 H

Compensation Range: $21.78 - $30.53

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.

Responsibilities:

Provides administrative and clinical support for a multi-disciplinary clinical team at the Center for Community Health & Prevention.

Essential Functions:

• Manage multiple calendars for team leaders, prioritizing access and resolving meeting and clinic scheduling conflicts; prepares materials for presentations and meetings; coordinates travel arrangements and processes travel reports and requests for mileage reimbursement, registration fees etc; responsible for keeping CVs up-to-date according to most recent guidelines. Provides support for manuscript preparation including knowledge of citation software and attention to detail to ensure that submissions requirements are met.
• Acts as a resource to internal and external inquiries; assists staff as the liaison with internal support services like IT, ISD, HIM, interpreter services and vendors, physicians, medical practices, community health agencies, students and visitors; responsible for handling room requests, sending out meeting agendas and reminders of upcoming meetings. Attends twice monthly meetings with CCHP Admin, Healthy Living Admin and Ambulatory Admin. Attends monthly CCHP staff meetings and weekly Healthy Living staff meetings. Shares relevant information with Administrator and team managers. Follows up on all Ambulatory Outpatient compliance protocol updates and assists with preparing team members for application upgrades and attends superuser meetings.
• Responsible for telecommunication, supplies, equipment and furniture. Coordinate maintenance, purchasing and other central services with CCHP Administration. On-boards new staff for administrative processes.
• Provides clinical and administrative support that includes managing schedules to maximize patient access and creating and editing templates, following up on patient in-basket messages and requests for refills, and scheduling inbasket requests for appointments. Provides support for all front office and referral coordinator activities. Assits with contacting and rescheduling patients for late scheduling changes related to clinician absences. High level understanding of clinical team members, skills and scheduling details.
• Other duties as assigned

Minimum Education & Experience:

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Or equivalent combination of education and experience

Knowledge, Skills & Abilities:

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
• Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required
• Ability to effectively communicate and interact, both verbally and in writing, with all people required
• Intermediate knowledge of hardware and software functionality preferred
• Experience with scheduling and working in EPIC medical record and Spanish language proficiency preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.