Operations Assistant

rrhs; City of Rochester (NY); On-site; USD 25,000 - 36,000; Full time

Job summary

Rochester Regional Health is seeking an Operations Assistant in the Nursing Office at Rochester General Hospital in Rochester, NY. The role supports department operations with clerical/receptionist duties and adapts to varying schedules.

The position requires strong computer skills, payroll familiarity, and the ability to generate reports. It involves collaboration with HR and leadership, interviewing support, and maintenance of documentation.

Qualifications

• Associates Degree and knowledge of medical terminology preferred.
• 3-5 years clerical experience in healthcare setting preferred.
• Experience with making schedules and payroll preferred.
• Demonstrated computer proficiency with Microsoft Office (Word, Excel, PowerPoint).
• Experience with Kronos, ANSOS, u.Net, GroupWise, Internet and Intranet.
• Strong communication skills and ability to work independently or in a team.
• Capable of adapting to a changing and fast-paced environment.

Responsibilities

• Demonstrates computer proficiency with Word, Excel, and PowerPoint; uses Rochester Regional Health systems.
• Manage Kronos entries, edits, and payroll-related reporting; assist staffing.
• Support leadership with data reports, correspondence, and meeting calendars; take minutes.
• Distribute operational reports and generate budget/FTE dashboards as needed.
• Assist with interviews and new hire process; maintain welcome packets.
• Monitor time & attendance and coach frontline staff as directed.
• Maintain and update department policies, procedures, and job docs.
• Perform additional administrative duties within scope.

Skills

Hospital clerical experience

Computer proficiency

Payroll experience

Communication skills

Adaptability

Education

Associates Degree and medical terminology knowledge

Tools

Kronos

WorkDay

Qlik

ANSOS

u.Net

GroupWise

Job description

Job Title: Operations Assistant
Department: Nursing Office
Location: Rochester General Hospital1425 Portland Ave. Rochester, NY 14621
Hours Per Week: 12 hour shifts / Every other weekend
Schedule: Varies

Position Summary

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

Key Responsibilities

• Demonstrates computer proficiency. Knowledge of common software programs (Word, Excel, and PowerPoint). Demonstrates proficiency in computer applications related to Rochester Regional Health (Kronos, WorkDay, Qlik, etc.). Assists/mentors staff with software education.
• Demonstrates proficiency in automated payroll system. Able to accurately manage Kronos entries, edits, report generation. Assist staffing coordinator with routine payroll functions. Demonstrates knowledge and understanding of Rochester Regional Health payroll policies and practices..
• Provide support for the departmental leadership/management to include but not limited to: timely and accurate completion of data report generation, management of department correspondence, management of meeting schedules and calendars, departmental file maintenance. Attends meetings and take minutes as required.
• Responsible for distribution of operational reports to manager(s). Demonstrates ability to generate reports/graphs using appropriate formats. Generates reports as requested including budget reports, FTE reports, and Dashboard Reports.
• In conjunction with departmental leadership and HR, facilitates the scheduling of interviews and assists with the new hire process. Maintains and updates new hire staff welcome packets.
• In conjunction with departmental leadership and HR, facilitates monitoring of time and attendance, send coaching emails to frontline team under direction of departmental leadership
• Maintains and updates any additions or changes to unit or department polices, procedures, job descriptions, orientation manuals, etc.
• Perform other administrative duties as assigned within scope

Nursing Admin Only

• In conjunction with the Staffing Office coordinator and Managers, assists with management of PTO/vacation/holiday calendar for staff. Assists with scheduling/staffing for Centralized Staffing Office.
• Corporate and Nursing Admin only : Responsible for being the safety champion as required.

Care Management Only

• Supports manager in coordinating all activities related to Utilization Review throughout the hospital. Coordinates all concurrent and retrospective third party payer review and appeal processes. Maintains database of all third party payer review activities and generates reports.
• Staff support to Medical Staff Committee (UM) Keeps track of attendance, membership list, and copies of minutes and agendas.
• Supports manager in coordinating compliance initiatives within department, Clinical Documentation Management Program and Assignment of Level of Care Program. Coordinates all communication and maintains all correspondence with external review agencies assuring compliance with all Federal and State Regulatory requirements.
• Coordinates Orientation, Mandatory Education and Time Studies for Care Management Department. Coordinates and facilitates communication with support departments to achieve common goals. (IT, HIM, QI. Compliance, Patient Financial Services, etc).

Health Reach Only

• Supports leadership in coordinating patient transportation including Medicab, Program Car, and RTS activities. Provides coordination and administrative support to the Consumer Advisory Board and Continuous Quality Improvement Committee. Completes and monitors HMIS data entry. Provides support to providers and leadership in HRSA key requirement Hospital and Referral tracking processes.
• Completes all medical secretary and medical billing functions.

Infection Prevention Only

• Conducts frequent and accurate audits: Hand hygiene, Isolation compliance, device audits, and healthcare environment.
• With training, assists the department in providing basic education to hospital staff on Infection prevention practices.
• May be responsible for medical record review to include opening medical charts / records, data abstraction/input, and chart audits.
• M - Medium Work - Requires frequent walking, standing or squatting. (Physical Requirements)

Desired Attributes

• Associates Degree and knowledge of medical terminology preferred.
• 3-5 years clerical experience in healthcare setting preferred.
• Experience with making schedules and doing payroll preferred.
• Demonstrated computer proficiency. Experience in working with Microsoft Office applications and comfort level in working with Excel, PowerPoint and Word.
• Experience on following systems: Kronos, ANSOS (Nursing only),u.Net, GroupWise, Internet and Intranet.
• Demonstrated effective communication skills, ability to work independently as well as function in a team.
• Capable of adapting to changing and fast paced environment.
• Demonstrated excellen