Department Coordinator IV-Imaging

001 University of Rochester; City of Rochester (NY); On-site; USD 30,000 - 42,000; Full time

Job summary

The University of Rochester seeks an Administrative professional to support Imaging Sciences Admin/Support. You will serve as the principal assistant to leadership, handle confidential information, and guide multiple departmental processes from staff onboarding to compliance documentation.

Responsibilities include coordinating training, timekeeping, and educational programs, ensuring policy adherence, and acting as HR liaison for background checks.

Qualifications

• Associate's degree and 3 years of progressively responsible experience in administrative support required or equivalent combination of education and experience.
• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required.

Responsibilities

• Provides administrative support within a department, in addition to serving as the principal assistant to leadership roles.
• Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment.
• Provides work leadership to other support staff.
• Processes highly confidential administrative information and works with limited supervision and exercise independent judgment.
• Notify new staff member of first day obligations.
• Complete System Access Online Request Forms.
• PACS access Link Schedule/Assign eLearning (RIM 100 & Tech/Sonographer, On Base Unity Client).
• Schedule/Assign multiple MyPath courses.
• Image Wisely & Image Gently Campaign Attestation (if required).
• Review Imaging Department policies.
• Obtain Radiation Safety Badges.
• Manage clerical uniforms, original orders, annual stipends.
• Create and maintain training education and tracking tools.
• Perform reject analysis and protective device surveys per NYS Department of Health regulations.
• Collect and organize data for Lead Apron Report.
• Joint Commission inspection readiness: Maintain and organize departmental compliance files and supporting documentation for Joint Commission inspections, ensuring records are current, accessible and available for review.
• Track documentation updates and coordinate with department leadership to obtain outstanding materials.
• Obtain approval from Director/Assistant Director of Clinical Operations or designee for Shadow Visit.
• Identify an appropriate physician or staff member who will be responsible for overseeing the individual.
• Create and maintain description(s) of the scope of the observational experience.
• Create and maintain required checklist.
• Create and maintain system where completed documentation is retained and accessible for one full calendar year after the departure of the observer.
• Act as liaison to HR regarding background checks.
• Provide on-going continuing education opportunities for technical staff.
• Manage all technologists’ licenses and registrations, assures technologists are in compliance with all state and national requirements.
• Tracks compliance due dates via spreadsheet (SharePoint), notify employee and supervisor when action needs to be taken.
• Manage IS dosimeter program while working closely with Radiation Safety to assure dosimeters are properly handled and worn by all staff.
• Work closely with Imaging Engineering, Clinical managers and Radiation Physicist to assure QA manual stays up to date.
• Maintain and track school affiliation agreements for student clinical placements, including agreement expiration dates, renewal deadlines, required documentation and communication with affiliated educational institutions.
• Coordinate agreement updates and renewals with the appropriate departments.
• Serves as backup to primary timekeeper for Administrative, Clinical and Clerical staff.
• Serves as backup to primary for Clinical and Clerical incentive programs.
• Primary timekeeper for all Technologist Contract Staff.
• Serves as workday/UKG resource to clinical managers.
• Adheres to department Attendance Policy.
• Imaging Wellness Committee
• Longevity Committee
• Imaging Safety Committee
• Other as assigned.

Skills

Microsoft Suite

Communication

Leadership

Budget administration

Education

Associate's degree

Tools

FileMaker Pro

Zoom

Box

Adobe

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): 601 Elmwood Ave, Rochester, New York, United States of America, 14642 Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 500256 Imaging Sciences Admin/Support 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 support within a department, in addition to serving as the principal assistant to leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Provides work leadership to other support staff. Processes highly confidential administrative information and works with limited supervision and exercise independent judgment.

Essential Functions

Department Orientation Coordinator (permanent staff & clinical contract staff):

• Notify new staff member of first day obligations
• Complete System Access Online Request Forms
• PACS access Link Schedule/Assign eLearning (RIM 100 & Tech/Sonographer, On Base Unity Client)
• Schedule/Assign multiple MyPath courses
• Image Wisely & Image Gently Campaign Attestation (if required)
• Review Imaging Department policies
• Obtain Radiation Safety Badges
• Manage clerical uniforms, original orders, annual stipends
• Create and maintain training education and tracking tools

Department Administrative Coordinator:

• Perform reject analysis and protective device surveys per NYS Department of Health regulations
• Collect and organize data for Lead Apron Report
• Joint Commission inspection readiness: Maintain and organize departmental compliance files and supporting documentation for Joint Commission inspections, ensuring records are current, accessible and available for review.
• Track documentation updates and coordinate with department leadership to obtain outstanding materials

Department Shadow Visit Coordinator:

• Obtain approval from Director/Assistant Director of Clinical Operations or designee
• Responsible for determining that all necessary requirements have been met
• Identify an appropriate physician or staff member who will be responsible for overseeing the individual
• Create and maintain description(s) of the scope of the observational experience
• Create and maintain required checklist
• Create and maintain system where completed documentation is retained and accessible for one full calendar year after the departure of the observer
• Act as liaison to HR regarding background checks

Department Educator/Radiologic QA Coordinator:

• Provide on-going continuing education opportunities for technical staff
• Manage all technologists’ licenses and registrations, assures technologists are in compliance with all state and national requirements.
• Tracks compliance due dates via spreadsheet (SharePoint), notify employee and supervisor when action needs to be taken.
• Manage IS dosimeter program while working closely with Radiation Safety to assure dosimeters are properly handled and worn by all staff.
• Work closely with Imaging Engineering, Clinical managers and Radiation Physicist to assure that QA manual stays up to date.
• Maintain and track school affiliation agreements for student clinical placements, including agreement expiration dates, renewal deadlines, required documentation and communication with affiliated educational institutions.
• Coordinate agreement updates and renewals with the appropriate departments.

Timekeeping:

• Serves as backup to primary timekeeper for Administrative, Clinical and Clerical staff.
• Serves as backup to primary for Clinical and Clerical incentive programs.
• Primary timekeeper for all Technologist Contract Staff.
• Serves as workday/UKG resource to clinical managers.
• Adheres to department Attendance Policy.

Administrative representative for various committees:

• Imaging Wellness Committee
• Longevity Committee
• Imaging Safety Committee
• Other 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

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.

Notice: If you are a Current Employee, please log into myURHR to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.