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University of Rochester Administrative Secretary IV - 229377 in Rochester, New York

Administrative Secretary IV Job ID 229377

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Social Work-Patient & Fam Svcs


8 AM-4:30 PM



Administrative Services

Age of the Patient Population Served:

_ Neonate

_ Pediatric

_ Adolescent

X Adult

_ Geriatric

General Description:

With great latitude and the expectation to exercise independent judgment, serves as administrative support for Social Work and Patient & Family Services. Collaborates with Managers of Social Work, Financial Counseling, Financial Case Management, Communications Center, Ambassador Services, Interpreter Services, Home Care, Chaplaincy Services and URMC support departments. Works independently with limited direction.

Specific Responsibilities:

Credentialing and Compliance/Quality Assurance Provider Profiles

Essential: 45%

  • Manages the Programs’ credentialing/compliance files for Joint Commission, Department of Health, Office of Mental Health and hospital wide policy compliance. Prepares and reviews credentialing files for reviewer requests. Coordinates database maintenance to ensure documentation is accurate, submitted by the due dates, processed and documents appropriately filed. The database consists of credentialing, performance evaluations, core-competencies, health updates, mandatory in-services, education records, resumes, orientation checklists, Justice Center/Code of Conduct, NYS Child Registry, and MyPath training. Verifies online nursing and social work licensures, interpreter certifications and NYS child registry reporting.

  • Collaborates with Program Directors/Managers, Trainers and staff for staff compliance and submission of documents.

  • Trains and updates managers/staff on compliance changes utilizing various training methods with PowerPoint and SharePoint.

  • Provides consultation to managers, supervisors and staff on the University Human Resources, Social Work and Patient & Family Services Administrative policies regarding compliance, MyPath, etc. Recommends staff trainings to managers.

  • Ensures through MyPath that staff complete required trainings upon employment and yearly as required. Manages the preparation, submission and documentation of educational records for all programs.

  • Manages staff annual flu vaccine and health update compliance.

    Agency Staff Credentialing – Essential: 10%

  • Collaborates with agencies for non-SMH employed Nurses, Social Workers and Interpreters to grant practice privileges for Strong and Highland Hospitals. Maintains the MyPath documentation – Training & Development Records. Works with Agency Directors/Managers for compliance and submission of documents.

  • Works as a liaison between some outside agencies and Symplr (a credentialing agency) to ensure agency compliance with Joint Commission and URMC standards.

    URMC Providers’ Language Assessment Credentialing – Essential: 5%

  • Monitors quarterly the Medical Staff Credentialing & Accreditation Office Providers’ Language Assessment Report.

  • Analyzes the Language Assessment Report and recommends provider language assessments. Contacts the providers and department administrators. Generates language assessment verification documents.

  • Maintains appropriate documentation for Joint Commission, Department of Health, Office of Mental Health and hospital wide policy compliance .

    Administrative Support – Essential 30%

  • Manages Furniture & Equipment Inventory.

  • Collaborates with Program Directors/Managers, Staff, Facilities and third party vendors to m anage department moves with extreme detail and organization.

  • Manages copier ID code authorization access.

  • Assists the Director’s Office Administrator with the management of staff engagement events (i.e. Holiday Gathering including other departments and family adoption/donations; Social Work Month and Awards Reception; Patient & Family Services/Customer Service Week and Awards Reception; United Way Campaign). Co-Chairs planning committee meetings with staff representatives.

  • Collaborates with Facilities, UIT and other support departments to process requests, as needed, for all programs.

  • Performs miscellaneous duties as assigned.

    Coverage/Meetings- Essential: 5%

  • Provides back up coverage to: Social Work and Care Management Reception desks. Primary back up for last minute coverage.

  • Attends meetings as required

  • Assists with monthly Administrative Staff meeting planning and training.

    Special Projects – Essential: 5%

  • Provides assistance on special projects as needed

    Supervision and Evaluations

    The Administrative Secretary’s performance is supervised by the Manager of Administrative Services and is accountable for the provision of duties in accordance with Social Work and Patient & Family Services policies, procedures and standards of conduct. The Administrative Secretary job performance conforms to the expectations set forth in this job description. The Manager of Administrative Services, in accordance with guidelines established by Social Work and Patient & Family Services Management, Strong Memorial Hospital, and the University of Rochester conducts the evaluations. The Manager of Administrative Services may make salary and promotional recommendations within the above-mentioned guidelines.

    Position Qualifications

    Associates Degree in a business-related field and/or equivalent education and experience. High proficiency in Microsoft Excel software is required. Experience with Microsoft Office Outlook, Word and MyPath software preferred.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled