Administrative Manager

Rochester, NY

Responsibilities

Position Title:

Administrative Manager (FULL-TIME)

Department:

Administrative Services

Age of the Patient Population Served:

X Neonate

X Pediatric

X Adolescent

X Adult

X Geriatric

General Description:

With great latitude and the expectation to exercise independent judgment, serves as the Manager for the URMC Hotel and Lodging Program and Administrative Manager for the Care Management and Social Work and Patient & Family Services Suites. Collaborates and works closely with the program Directors and Managers of: Administrative Services; Systems Analyst; Chaplaincy Services; Communications Center; Financial Case Management; Financial Counseling; Home Care Liaison/Acute Care Coordinators; Interpreter Services; Ambassador and Guest Services; Social Work; and Patient and Family Relations. Ensures that Hospital and Program standards of administrative quality and excellence are met with efficient integrated administrative operation with outstanding customer service (IICARE Values). Essential to the position are strong customer service, communication, organization, computer, detail, confidentiality and interpersonal skills, and the ability to make independent decisions when dealing with complex issues or concerns.

Specific Responsibilities (Essential):

Operations Management of Two Main Office Suites (40%)

  • Ensures efficient business operations and exceptional customer service to patients/family members served by Social Work and Patient & Family Services; Financial Counseling and Financial Case Management; and Patient Relations. Oversees customer satisfaction and patient/family members/staff feedback to determine and implement improvements to the quality of service.

  • Manages receptionists and coverage. Trains and collaborates with other administrative team members who provide backup receptionist coverage.

  • Establishes departmental standards for quality administrative operations. Utilizes quality assurance monitoring to oversee and address issues with consistency.

  • Identifies problems or areas for system improvements; develops and implements resolution.

  • Collaborates with University, URMedicine and Hospital support departments to manage administrative initiatives of the departments.

  • Analyzes volume and productivity of high-quality business operations and patient/family member services.

  • Initiates, chairs and leads departmental committees regarding administrative processes and lean initiatives.

URMC Hotel & Lodging Services Program Management (40%)

  • Serves as business manager for the URMC’s Hotel & Lodging Service Program.

  • Responsible for establishing and maintaining partnerships with primary hotels and multiple back-up hotels for service to patients and families of URMedicine and all affiliates. Negotiates with Purchasing, Office of Counsel and hotels to establish contracts.

  • Leads and directs the marketing plan for the program; including to Rochester hotels, URMedicine departments and all affiliates. Collaborates with hotels, counties and clinical departments.

  • Manages the budget process; establishing annual budget; monitoring expenses and ensuring revenue to support the program.

  • Analyzes costs and monitors utilization of the program to ensure efficiency and cost advantages. Determines and recommends programmatic modifications to meet strategic goals for the program.

  • Collaborates with the Data Systems Group to maintain and improve the reservation database; electronic reservation request form process, Internet and Intranet websites and OpTime System.

Cross Coverage and Additional Duties/Projects and as assigned (10%)

  • Provides coverage in the absence of the Administrative and Finance Director.

  • Manages a large number of contracts.

  • Leads projects, as assigned.

  • Perform other duties, as assigned.

Personnel Management (5%)

  • Performs all personnel administration including recruitment, hiring, firing, performance evaluation and performance improvement plans for administrative staff in Social Work and Patient & Family Services; Financial Counseling; and Financial Case Management.

  • Provides supervision, leadership, coaching and counseling.

  • Monitors staff satisfaction and initiate/follow through on action plans.

  • Assesses staff’s ongoing training needs; develops and implements training programs to address needs.

Environment of Care Management (5%)

  • Ensures Joint Commission Compliance with environment of care standards.

  • Collaborates with Environmental Services and Facilities to meet environmental of care standards.

  • Manages annual and emergency capital budget program. Utilizes Capital Budget System for the annual request program and P2P System to process capital budget requests. Collaborates with all managers to assess capital budget needs and propose requests.

  • Oversees renovations and furniture/equipment inventory.

Professional Accountability, Supervision and Evaluation:

Supervision/Consultation

The Administrative and Finance Director supervises the position.

Accountability:

This position is accountable to the Administrative and Finance Director and provision of administrative services in accordance with the University of Rochester, Medical Center, Strong Memorial Hospital and Program policies and procedures. The Manager’s job performance conforms to the expectations set forth in this position description.

Evaluation

Evaluations are conducted by the Administrative and Finance Director at the end of the first six months of employment and at least annually thereafter. The Manager’s job performance must conform to the expectations set forth in this job description. Salary and promotional recommendations are made by the Administrative and Finance Director in accordance with guidelines established by the departments, Medical Center, and the University of Rochester.

Position Qualifications:

College degree and three years related work experience, or equivalent combination of experience and training. Advanced knowledge of computer applications including but not limited to; MS Word, Outlook, Excel, and Zoom. Requires excellent interpersonal skills, experience in supervision, capacity to manage a large volume of work, and track multiple projects through to completion.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 20.00 - $ 38.46 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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