University of Rochester Administrative Asst in Rochester, New York

Opening

Full Time 40 hours Grade 051 OBGYN Urogyn

Responsibilities

Position Summary:

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for the OB/GYN Program Faculty in Urogynecology and General Ob/Gyn. Is responsible for considerable details and duties requiring in-depth knowledge of University practice, policy and procedures, and a high degree of independent secretarial and administrative skills. Communicates with department heads, administrator and physicians on a daily basis. Excellent interpersonal and organizational skills are required.

Responsibilities:

  • Create Urogynecology provider schedules
  • Maintain and enter schedules for all (IDX, outlook, answering service, AMION)
  • Create on call schedule for the division and distribute
  • Attend staff and provider meetings; type and distribute meeting minutes
  • Submit Abstracts/manuscripts for faculty
  • Coordinates travel arrangements /conference registrations
  • Review and maintain files for individual faculty expense account
  • Order supplies, computer equipment, office furniture, engineering requests for the division
  • Maintain office equipment
  • Maintain the Property equipment list for Gynecology/Urogynecology
  • Coordinate with GYN Education office for all medical student and residents lectures/courses, as well as interview schedules for resident candidates
  • Manage faculty conference/vacation time and time sheets
  • Update/Create PO's as needed/or process invoices from Red Creek
  • Review ledgers on a monthly basis/complete with back-up
  • Provide back-up for payroll Urogyn office
  • Retrieve requested articles; sent email; save; make a copy-for all faculty, fellows and Wendy Featherstone
  • Retrieve ABOG Articles and questions and post on I drive for Faculty
  • Maintain a spreadsheet with submitted/ accepted/declined abstracts and manuscripts for faculty
  • Maintain personal files for staff

Urogynecology Fellowship-2 Fellows:

  • Provide Administrative support
  • Follow the guidelines put forth by the AGME that governs the fellowship
  • Create/distribute fellow schedule monthly
  • Make all travel/conference arrangements
  • Create Didactic schedule, retrieve copies and send out; sign in sheet for Didactics and follow up with attendance and documentation; update outlook with information
  • Work with Colorectal Surgery, Physical Therapy, Geriatrics, Gastroenterology for a fellow to rotate with them for a month including learning objectives and PLA agreement
  • Register them for U of R course/tuition benefits for required course
  • Interviews for fellowship recruitment
  • Schedule Semi-Annual and Annual evaluations paperwork
  • Schedule CCC meetings and Annual Program meetings
  • Work with Sue Delays making sure all paperwork is submitted when fellow starts in July; Follow new hire check list. (see attached)
  • Work with Medical Staff office for new hire on-boarding
  • Attend monthly coordinators meeting to keep on top of requirements
  • Keep fellowship manual up to date
  • ERAS
  • MedHub
  • Annual Fellowship Meeting
  • Work with GME office-internal reviews; mandatory sessions, Quality indicators etc.
  • Coordinate with GYN Education office for all medical student and residents lectures/courses, as well as interview schedules for resident candidates
  • Manage faculty conference/vacation time and time sheets
  • Provide back-up for payroll generalist office
  • Maintain the Property equipment list for Gynecology/Urogynecology

Scibetta (AAGL) Fellowship-1 Fellow:

  • Program Coordinator for Scibetta (AAGL) Fellowship
  • Provide Administrative support related to AAGL for Bhagavath
  • Provide Administrative support for the Fellow
  • Create/distribute fellow schedule monthly
  • Create Pain On-call schedule/distribute
  • Make all travel/conference arrangements
  • Register them for U of R course/tuition benefits for required course
  • Work with Dr. Bhagavath office for his OR schedules
  • Follow up on emails that are sent from AAGL
  • Interviews for fellowship recruitment
  • send out invitations/no interview letter
  • schedule interviews with faculty
  • Make all arrangements for interview day (faculty availability, schedules, food)
  • Make information folder for candidates
  • Work with Sue Delays making sure all paperwork is submitted when fellow starts in July; Follow new hire check list. (see attached)
  • Work with Medical Staff office on Physician On-Boarding

Requirements:

College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: Medical Faculty Group

Job ID: 209404

Regular/Temporary: Regular

Full/Part Time: Full-Time