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University of Rochester Operations Administrator, Urgent Care - 228576 in Rochester, New York

Operations Administrator, Urgent Care Job ID 228576

Location Eastman Dental Center Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 052 EIOH Finance & Admin


8 AM-5 PM


Position Summary:

Serves as the operations administrator for the Urgent Care clinical department at the Eastman Institute for Oral Health (EIOH); providing administrative and managerial oversight of strategic business planning, problem resolution, day-to-day operations, procurement, and direction of all fiscal, administrative and personnel functions.


Working with considerable latitude and independent judgment, the operations administrator has a dual reporting relationship to the Urgent Care Director and an indirect reporting relationship to the EIOH Chief Operating Officer.

Typical Duties:

Specific responsibilities include, but are not limited to:

Finance (30%) - Develop, monitor and control fiscal activity and the clinical administrative activity of approximately $2 Million operation:

  • Prepare monitor and control Urgent Care operating budget, capital budget, and financial reports for all clinical, grant, gift, and discretionary accounts. Monitor and reconcile department ledgers. Ensure early problem identification and effective resolution. Maintain liaison with EIOH financial officers ensuring fiscal responsibility.

  • Continually seek to improve financial condition; includes identifying opportunities, resolving issues, and keeping directors informed regarding status. Work with the EIOH Dental Central Billing Office to improve the efficiency and collections of the billing operations.

  • Assist in determining site needs. Initiates and authorizes orders for equipment, supplies and services based on budgetary resources.

  • Oversee practice billing processes to promote and capture charges in a timely manner for revenue enhancement. Monitor charge entry processes, clinical revenue and expenses, coordinate statistical analysis of trends. Work with the Billing Administrator to improve the efficiency, collections, and A/R of the scheduling and billing operations.

  • Review and authorize program expenditures, including; payroll, purchase orders, requisitions, petty cash vouchers, travel and conference, telecommunication and ISD requests.

  • Evaluate, identify and implement changes to control supply and overall costs.

  • Carry out financial analysis. Prepare projections and reports related to clinical productivity and account activity. Recommend changes to correct or improve the division’s financial health.

Operations (30%) – Oversee and coordinate the clinical operations activities:

  • Direct and coordinate the complex scheduling of services, staff and providers including residents to ensure proper utilization and operational efficiency.

  • Oversee the coordination of all schedules, ensuring adequate coverage for critical activities. Review and authorize payroll, requisitions, requests for payment and other expense transfers as outlined in the EIOH policies and guidelines. Monitor, review and approve all travel and reimbursement expenditures.

  • Responsible for organizing, maintaining and improving adequate, well-equipped facilities to carry out its patient care, research and educational activities in an efficient, high-quality manner. Identify and evaluate needs for new equipment in supervised locations. Continually seek physical and operational improvements of present facilities. Identify need and oversee plans for new or additional facilities as assigned.

  • Develop and oversee operational and staffing plans based on budget and volume projections.

  • Oversee annual inventory process. Evaluate, identify and implement changes to control supply and overall costs.

  • Oversee and direct administrative components of department research activities.

Human Resource Administration (20%)

  • Hire, assign, and supervise activities of all staff (approximately 10 FTE).

  • Monitor and evaluate staff performance, counseling staff and taking action on matters of discipline, promotion, terminations, salary and other personnel matters.

  • Oversee the maintenance of staff personnel records. Oversee the annual in-service requirements for faculty, residents, staff for appropriate programs including HIPAA, health exams, licensing requirements, etc.

  • Develop performance goals, monitor performance and coordinate training efforts for staff. Initiate related personnel actions.

  • Control and monitor support staff patterns and expenditures.

Administrative (20%)

  • Assist the Urgent Care Director with administrative support for the clinical, educational and research activities of the department.

  • Participate in foundation grant writing activities; searching opportunities and acting as a clearinghouse for prospects.

  • Develop strategies and programs as charged, including operational and staffing plans, budget and volume projections, equipment, and supply requirements.

  • Monitor business plans to ensure staffing complement is achieving maximum productivity for the department.

  • Manage the administrative and programmatic support for research activities in order to effectively manage available resources (personnel, space, supplies, equipment, etc.).

  • Oversee compliance with NYSDOH & CODA regulatory guidelines and standards.

  • Represent and serve as a spokesperson for the department. Communicate effectively and professionally with faculty, patients, staff, vendors, EIOH dental central billing office and administrative groups.

  • Handle patient complaints and if necessary work closely with the Office of Quality & Compliance to resolve patient problems and disputes.

  • Facilitate department work groups, meetings and ad hoc committees.

  • Attend and participate in EIOH operations meetings, clinic site meetings and other assigned meetings.

  • Participate in department wide projects as assigned and collaborate in developing improved operational plans for the department.

  • Assist in orienting and administrative support for residents


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. Must have excellent analytical and problem-solving skills. Requires demonstrated ability to work with minimum supervision, using independent judgment. The individual should possess excellent written and verbal communication, and interpersonal skills.

Preferred Qualifications:

Master’s degree in Business or Healthcare Administration (or equivalent graduate training or experience in a specialty suited to the position) with 3 years of relevant experience at a managerial level - preferably in an academic institution - with a proven track record for sustaining cooperative working relationships across a complex organization.

NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled