Imaging Administrative Lead & Dept Coordinator

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

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.