University of Rochester Administrative Asst in Rochester, New York


Full Time 40 hours Grade 051 ED Admin. Support


8 AM-5 PM


General Purpose:

This position supports the ED Associates Faculty Practice. This includes planning, directing and coordinating administrative and personnel functions of the EM faculty. Responsibilities include serving as liaison with the University and Medical Center administration, representing the Department and Faculty to outside organizations involved in faculty matters and acting as a resource in working with other departments of the University and Medical Center. Models leadership attributes, ensures all communications are clear, concise and understood by others. Models and reinforces customer service behaviors.

Specific Responsibilities:

Under general direction from the Department Chair and Program Administrator with latitude for the exercise of independent judgment and initiative, the Faculty Service Coordinator will be responsible for the following:

Recruitment, relocation and on-boarding of new faculty

Responsible for faculty recruitment materials for new faculty including ads, on-line postings, flyers for EM meetings. Responsible for organization of CVs received and coordination of interview materials, schedules, dinners and presentations. Facilitate offer letters with Legal, Dean’s office and SMH. Provide administrative oversight for new providers including orientation, development and maintenance of departmental new hire materials, external and internal training need. Revise on-boarding process as needed and insure completion of all on-boarding items, including all documents required by the Dean’s office, Medical Staff office and Billing office, delineation of privileges, eRecord training, etc. Assist in orienting new faculty and visitors, providing guidance or suggestions on personal accommodations, visas, etc.

Current Faculty

Manage the credentialing process for faculty and fellows. Manage reappointment and promotion process for Emergency Medicine Faculty. Develop annual compensation letters and insure HRMS is appropriately updated. Organize a central tracking system to record and update all department mandated credentials and maintain departmental faculty personnel files. Has authority to liaison with personnel at Hospital Level Offices to share and obtain factual information on Faculty Member’s behalf (Faculty Member must review for accuracy and sign electronically). Ability to manage multiple priorities and discreetly handle confidential information in a professional manner.

Mandatory/CME Tracking

Insure completion of all SMH and departmental requirements including CME hours, hospital and departmental mandatory training as well as those items required to maintain privileges and compliance guidelines. Prepare updates and distribute communications regarding MyPath trainings and expiring credentials. Communicate CME opportunities to faculty. Proactively search and identify eligible credentialing activities for continuing education credits. Assist Faculty member (s) with planning and/or registration to insure they satisfy mandated requirements and receive appropriate continuing education credit.. Facilitate planning and scheduling of possible group CME activities

Clinical Schedules and Compensation

Administer clinical schedules and track provider clinical hours to insure clinical coverage, including vacation and holiday requests and distribution of all schedules. Reconcile and prepare monthly extra compensation forms for faculty, APPs and coordination of malpractice coverage.


Coordinate meetings including meeting room assignment and necessary meeting materials.

Distribute, facilitate and follow up with faculty members to insure deadlines are met for various surveys and reports required by the many offices of the Hospital and University (Time and Effort, Conflict of Interest). Organize group sessions to complete needed updates, e.g. yearly competency, in-services, etc. Receive automatic ‘push-out’ emails that come from Hospital Level Offices about requirements/mandates, and communicate to Faculty Member (s) in simple terms what needs to be done and assist with arrangements. Has authority to represent the Faculty Member in clearing up issues identified from Hospital Level Offices that may be duplicate emails, premature requests, etc.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Prefer at least three years of secretarial experience, including one year in a position which demonstrated the ability to work with minimal supervision. Excellent communication skills and ability to work independently. Intermediate to advanced secretarial skills and proficiency in MS Office products specifically Excel, Access and Word. Candidate must possess excellent organizational and follow through skills, be detail oriented and able to prioritize their work. Candidate must be able to work independently and have a high level of maturity in making decisions and must have excellent judgment/discernment serving as our internal and external departmental representative for our educational programs.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: Strong Memorial Hospital

Job ID: 202075

Regular/Temporary: Regular

Full/Part Time: Full-Time