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University of Rochester Administrator I - 233683 in Rochester, New York

Administrator I Job ID 233683

Location Medical Faculty Group Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 Urology


General Purpose and Summary:

The Administrator I works directly with the Chair, Program Administrator and Sr. Financial Analyst providing ongoing department support. The Administrator I must be an excellent communicator, serving as primary contact and liaison to various internal and external constituents, interacting with the office of the Chair and the department of urology. The Administrator I shall be an emotionally intelligent individual, a multitasker, capable of working in a high performing environment, handling projects targeting various departmental and medical center initiatives. Direct oversight of academic secretarial positions.

25% Operational Support:

Communicate on behalf of the Chair with a variety of stakeholders including faculty, staff team members, other departments, medical center administration, donors, and all internal/external department/network affiliates.

  • Build necessary relationships important for the department and medical center’s success.

  • Lead all matters associated with faculty/staff recruitment, promotion and related activities.

  • Maintain credibility, build trust and support with both departmental and medical center management staff.

  • Handle sensitive and confidential information with great discretion and utmost confidentiality.

  • Research, establish priorities on all issues addressed to the Chair, and follow up to ensure task completion, or concern is handled, “closing the loop” with all parties.

  • Develop effective working relationships with members of the department, and medical center’s administrative teams on all mission driven activities.

  • Approach assignment with a “hands on” approach, and a “can do” attitude to effectively deliver, and assist the Chair in successfully lead the department.

  • Write, edit, and complete written communications. (Including drafting of letters, personal correspondences, among other written tasks)

  • Serve as a liaison between faculty (research and clinical), and Public Relations/Marketing Staff in preparing/coordinating departmental communications (e.g. newsletters both paper and online, etc), and activities aimed at fulfilling the department’s multiple missions (e.g. conferences live and web based).

  • Assist in coordination of regional conferences and web rounds.

  • Plan and organize department conferences, and assist department’s guests as needed

  • Responsible for Tumor Board: Create all meetings, update weekly lists and send them to pathology and radiology, lock lists and get them ready for weekly meetings.

  • Provide administrative support to actively manage the Chair’s calendar.

  • Plan and coordinate the Chair’s schedule of activities including arranging necessary meeting and travel logistics.

  • Keep Chair informed of upcoming meeting commitments, and other deliverables.

  • Assist Chair in preparing meeting agendas, and compile necessary meeting documents as needed.

  • Schedule and participate in department activities as an adjunct member including off site meetings

  • Participate in the planning and execution of all departmental events

  • Be proactive, respectful of deadlines, and capable of bringing projects to completion in a timely manner.

15% Department Support

  • Assists with orienting new faculty and visitors; providing guidance with policies, procedures, access of systems, ORs, compliance, etc.

  • Advise faculty on all aspects of departmental administration, including recruitment, credentialing (both academic and clinical), compensation, employee rights, privileges, sick leave, vacation, disability and employee benefits.

  • Conduct annual space survey.

  • Develops and monitors monthly on-call schedule for SMH, HH and Clinic Coverage.

  • Assists in determining equipment needs and makes allocations within the department or project. Initiates or authorizes orders for space, equipment, supplies and services. Recommends the purchase or repair of major equipment.

  • Participates in planning annual/monthly meetings, conference symposia etc., and coordinates the arrangements and preparation of program literature, brochures and other materials.

20 % Human Resources

  • Responsible for preparing and processing faculty appointments, promotions and reappointments.

  • Prepare new faculty offer letters. Work with the Dean’s Office and Legal to ensure letters are approved and processed.

  • Supervise, hire, assign, train, and provide guidance to academic secretarial positons

  • Ensures timely and accurate payroll submission. Manage and track overtime.

  • Resolve personnel problems and complete performance evaluations. Be able to disseminate feedback on employee performance, both positive and negative, within reasonable and appropriate timelines

  • Ensures that job descriptions are current, regular performance evaluations are performed, and sound HR practices are in place.

  • Responsible for all job postings and hiring paperwork

  • Responds to inquiries and concerns from staff regarding HRMS issues, payroll, and benefit related questions.

  • Assists Program Administrator, Senior Financial Analyst with Human Resource requests and changes.

35% Analytics & Account Administration

  • Make recommendations on spending trends and cost savings areas.

  • Customize financial and analytical reports for Administrator and Faculty monthly for effectively managing accounts.

  • Faculty meeting presentation preparation (charts, graphs)

  • Customized monthly reporting for each provider capturing revenue, wRVUs, Visit Volumes, trends in care, etc.

  • Independently manages operational performance reports and metrics to include ambulatory center dashboard and balanced scorecard; compiles and reviews data, analyzes and interprets data, prepares administrative and statistical reports based on analyses, and may provide recommendations for follow up action and method improvements. Assures integrity and validity of institution-wide data. Checks data for errors, outliers, and other issues. Coordinates dissemination of data as appropriate. Protects and ensures strict confidentiality and security of institutional data.

  • Utilizes McKesson data to present Urology Scorecard Data to faculty committees quarterly or as directed by the program administrator.

  • Work with Finance Decision Support to define and update scorecard metrics and utilization goals. Analyze and audit utilization data in monitoring of goal achievement and compliance with metrics in Urology clinics.

  • Serves as a resource to regional urology clinics, providing support and guidance regarding processes, systems, and other matters as needed.

  • Monitor and reconcile ledgers for SMD/SMH/URMFG accounts.

  • Prepare Invoices for Physician Service Arrangements (PSAs) with outside entities. Monitor all contract revenue for accurate and timely payments.

  • Advise and direct division faculty and staff regarding compliance with University policies and procedures on Finance, Accounting, and Procurement.

  • Initiate corrective action for accounting and reporting discrepancies.

  • Prepare and review personnel forms, extra compensation and travel reports.

  • Evaluate accounting controls, identify areas of concern, make recommendations, and assist with implementation process.

  • Assist with oversight of monthly, quarterly and semi-annual and reconciliation in accordance with University audit guidelines for Urology accounts.

5% Marketing

  • Coordinate with public relations and marketing for the new service lines.

  • Meet with marketing monthly to focus on the needs of the department.

  • Ensure all department marketing materials are up-to-date.


Graduation from college or an equivalent combination of experience and training. 3 years of related work experience including at least 1 year in an administrative capacity in an academic office or project management, or the equivalent experience in business.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled