Physician Support Spec

Rochester, NY


With minimum direction and latitude for independent judgment and initiative, performs routine and non-routine duties requiring highly advanced secretarial skills. Receives general direction from the office manager in coordination with Infectious Diseases Program Director and providers


  • Answers and screens telephone calls; answers questions and/or channels them as appropriate. Efficiently triages and tasks patient messages, defines and communicates patient expectations and needs to appropriate personnel, and recognizes level of response needs to meet patient needs and satisfaction.

  • Responds to provider tasks in a timely manner. Effectively communicates with supervisor, coworkers, referring offices, pharmacies, and other local agencies. Maintains and updates as needed the mailing lists, spreadsheets, and contact addresses. Prepares paper charts for subject appointments

  • Provides administrative assistance to the Program Director and Office Manager by functioning as the group leader for the UR IDRC VTEU office.

  • Assists in the evaluation and effectiveness of office operations. May recommend changes to improve work flow. Orients and trains staff and students.

  • In coordination with Office Manager, prepares, prioritizes, and monitors staff work flow, including clinic front desk coverage.

  • Provides coverage for OAS staff during absences.

  • Follows and models established office procedures and protocols.

  • Performs routine secretarial duties as needed, including word processing, sorting and routing mail, transportation, backup to assess office supplies for ordering, copying, and faxing. Facilitate inventory control of unit participant food/nutrition supplies. Occasionally composes, types, and signs non-routine correspondence. Assembles data for reports and other documents, drafts important confidential correspondence. Provides backup coverage for Office Manager and OAS staff as needed.

  • Confirming subjects visits and accurately reflecting this in the Advarra Participant Payment system. Create and maintain Excel workbook for submission of RFP to department Administrative Assistant.

  • Coordinates with team for appropriate allocation of work assignments of clinical office; reassigns tasks as appropriate to meet schedules and deadlines. Trains new hires in respect to specific office protocols.

  • Performs duties of PSS as required particularly for more complex requests. Achieves and maintains proficiency in provision of excellent customer service, accuracy and efficiency of work. Coordinates urgent and emergent clinic tasks (i.e. scheduling urgent surgeries, paperwork, cancellations. etc.). Follows & abides by the ICARE Values.


  • High school diploma or equivalent required

  • Associates degree in Medical, Secretarial, billing or related field preferred

  • 2 years of relevant experience required

  • or equivalent combination of education and experience required

  • Demonstrated customer service skills required

  • Medical Terminology, experiences with surgical/appointment scheduling software and electronic medical records, preferred.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 18.50 - $ 24.05 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.

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 Medicine M&D-Infect Dis Unit
Schedule: 8 AM-4:30 PM