University of Rochester Administrative Asst in Rochester, New York


Full Time 40 hours Grade 051 Orthopaedics Admin Support


*Summary: *

Under general direction and with latitude for independent judgment the Administrative Assistant for Clinical Support Services serves as assistant to the Administrator for Clinical Support Services. The Administrative Assistant will provide decentralized decision making for a Physician Support Specialist workgroup to proactively manage the manpower and appropriate workflows in support of the providers and patients. The Administrative Assistant for the Clinical Support Services will provide direct management and supervision of the Physician Support Specialist staff with the following responsibilities.


Workgroup Supervision/Management:

  • Use objective metrics to measure the daily workload of the Physician Support Specialists and distributes the tasks as needed to minimize overtime and insure proper rest/meal breaks.
  • Develops and provides real time adjustments to the daily work plans to insure the work group complete operational tasks using a team based approach.
  • Monitor and develops daily work schedules for the Physician Support Specialists.
  • Oversees eRecord work queues and established workflows and provides guidance to the staff for issue resolution.
  • Evaluate the ongoing needs of the workgroup and assists with developing plans to insure optimal provider support, surgery/procedure scheduling, insurance workflows, and patient relations.Handles patient and provider complaints and concerns with a focus on process/system improvement.
  • Interpret and communicate Department and University policies in the management of the workgroup.


  • Establish daily/weekly staffing assignments with timely communication of the assignments to the staff and clinic leadership.
  • Approves vacation and time off requests for the members’ workgroup insuring that there will be sufficient coverage to maintain the operations of the workgroup.
  • Enter time into HRMS for the workgroup member and track unplanned absences.
  • Proactively evaluate the staffing model on a daily/weekly basis, communicates the surpluses/deficits to the Administrator for Clinical Support Services.

Lead Preceptor and Quality Audits:

  • Function as the lead preceptor for the workgroup providing a detailed overview of the workflows, assuring their competence in all areas within the scope of practice and provides instruction on specific provider’ protocols.
  • Routinely and systematically audits the individuals in the workgroup and the approved workflows to insure accuracy, efficiency, and optimal customer service (internal and external).
  • Works with the Administrator for Clinical Support Services and other Administrative Assistants to evaluate and edit departmental procedures to insure ongoing process improvement.
  • Reports all possible compliance issues to the clinical support administrator for further assessment and guidance with correction.

Staff Recruitment and Performance Reviews:

  • Reviews resumes and conducts systematic interviews to fill open positions.
  • Creates and maintains spreadsheets for staff compliance with University and Departmental requirements.
  • Maintain personnel logs and departmental files used for performance reviews and corrective discipline.
  • Counsels staff and initiates disciplinary actions.
  • Monitors evaluation timelines and provides ongoing performance reviews for the individuals in the workgroup.


  • Appropriately delegates tasks and enables others to act independently within the organizational structure.
  • Appropriately challenges work flows for process improvement and lean initiatives.
  • Facilitates team meetings and encourages open communication.Consistently monitors the health and cohesiveness of the team with the utilization of appropriate techniques to address performance.
  • Communicates team accomplishments and shares the knowledge what was learned with other patient care teams.
  • Acknowledges and rewards team members for performing above the expectations.
  • Fosters effective collaboration between the members of the healthcare team to provide efficient and appropriate delivery of care and communication.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Must possess excellent computer skills with Microsoft Office (Word, Excel, PowerPoint), e-Record, IDX, On Base and Op Time.

Excellent oral, written, and interpersonal communication skills are essential. Successful candidates must demonstrate excellent customer service utilizing the I CARE values and the ability to work in a team setting with all levels of management, faculty and staff. The administrative assistant must possess the skill to prioritize numerous tasks and have the ability to plan and track the details of many projects.

Skills and Abilities:

  • Demonstrates leadership qualities and fosters teamwork and cooperation
  • Understands and models organizational I CARE values
  • Takes accountability and provides support to others in fulfilling their work duties
  • Encourage open expression of ideas and opinions by showing genuine interest in others feelings and concern through constructive methods
  • Conveys the Department’s vision and provides a sense of purpose for staff
  • Facilitates cross-functional teams
  • Proactively seeks feedback from others to improve work processes and levels of service
  • Challenges the status quo; consistently seeks the generation of new ideas
  • Identifies, clarifies, and researches problems to find the best solution

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Administrative Asst

Location: School of Medicine & Dentistry

Job ID: 212852

Regular/Temporary: Regular

Full/Part Time: Full-Time