University of Rochester Administrative Asst in Rochester, New York

Opening

Full Time 40 hours Grade 051 Plastic Surgery

Responsibilities

Specific Responsibilities:

Personal Assistant to the Chief of Plastic Surgery

Proactively and effectively manages the time and calendar of the Division Chief by choosing or recommending among competing demands on time, referring matters to be handled by others and controlling access to the chief. Works closely with the Chief of the Division on maintaining the Chief’s schedule and calendar. Generates correspondence for the chief’s office and coordinates all administrative services on behalf of the chief. Time and coordinates meetings with internal and external customers and representatives. Provides administrative support to the Chair using various platforms for correspondence, presentations, letters of recommendation and intramural correspondence. (SharePoint, Word, Excel, PowerPoint, etc.). Manages clinical practice of the chief which includes appointment and surgical scheduling.

Administrative Duties

Performs daily administrative duties such as filing, ordering office supplies, composing emails and memos. Plans meetings and conferences to support Chief’s professional activities. Anticipate the need for, and obtain, background material for decisions and conferences. Update Chief’s CME credits, CV, and tracks credentialing information. Coordinate conferences, speaking and travel arrangements for Chief, including international travel and registration. Manages all administrative arrangements for meetings and special events, including meeting facilities and equipment, travel, living quarters. Represents the chief in routine contacts with University officers, faculty, residents and medical students, relaying and frequently anticipating the Chief’s instructions, preferences, and concerns, and obtaining reports or recommendations. Assures the University officials and others concerned are informed of decisions.

Anticipates the needs and obtains background material for decisions and conferences. Compiles, edits, checks for accuracy material for reports, correspondence, publications and speeches.

Represent Chairman in contacts with University leadership, public relations, patients, and faculty relaying the Chairman’s instructions, preferences and concerns, and obtaining reports or recommendations for him. Assure that University leadership and others concerned are informed of his decisions. Compile, edit and check for accuracy material for reports, correspondence and presentations.

Ensures compliance with annual mandatory in-service, health assessments

Plan for and coordinates conferences, speaking and travel arrangements or other forums for the chief. Arranges travel and conference accommodations including the planning of all administrative arrangements for such meetings including registration, facilities, equipment, travel, meals

Create non-routine correspondence (letters, e-mails) and maintenance of files related to the business and clinical affairs of the Chief

Anticipates the needs and obtains background material for decisions and conferences. Compiles, edit, and checks for accuracy the materials for reports, correspondence

*Practice Site Coordination *

Interfaces with front desk staff at clinic locations to coordinate scheduling.

Participates on Department of Surgery/URMC committees involving Department/URMC wide administrative initiatives.

Manages billing functions in collaboration with billing management and front end staff to ensure registration and billing information is accurately obtained in a timely manner to ensure maximum revenue and compliance with both internal and external policies and procedures.

Internal and External Liaison for the Plastic Surgery Division

Represents the Department of Acute Care/Plastic Surgery as the point of communication/coordination with the Medical Center community as well as with other Surgery Divisions. Ensures clear lines of communication with Finance, Purchasing Billing, QA, Education, IT and other University and departmental functions Represents the chief in routine contacts with University officers, faculty, residents and medical students, relaying and frequently anticipating the chief’s instructions, preferences and concerns, and obtaining reports or recommendations. Assures the University officials and others concerned are informed of decisions.

Credentialing Responsibilities

Provide administrative assistance to Chief, Division Administrator and faculty of the Division.

Qualifications:

Bachelor’s degree and 1 year of relevant administrative experience or equivalent combination of education and experience. Experience in academic medicine desirable. Requires excellent organization and communication skills plus a working knowledge of MAC operating systems and MS Windows computer office applications.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: Medical Faculty Group

Job ID: 201513

Regular/Temporary: Regular

Full/Part Time: Full-Time