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University of Rochester Secretary IV - 228410 in Rochester, New York

Secretary IV Job ID 228410

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

Full Time 40 hours Grade 009 Psychiatry SMH Addiction Psych




Position Summary:

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for Strong Recovery (SR) Clinics as well as Medicine In Psychiatry (MIPS) primary care clinic. Is responsible for considerable program administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within Psychiatry, or in other demonstrated and related equivalent situations. In department business matters has frequent contacts with clinical staff, faculty members, students and leadership. Is responsible for assignment and the review of the day-to-day clerical operations.

The Secretary IV reports directly to the Strong Recovery Practice Manager.

Age Range Served: Adult to Geriatric

Essential Tasks:

Administrative/Secretarial Responsibilities 90%

  • Assist in Master Scheduling for providers, clinicians, & residents

  • Assist Leadership in preparing for various meetings and project

  • Anticipates the need from and obtains background materials for meetings, including but not limited to; organization of previous meeting minutes, creation of spreadsheets and other various documents.

  • Prepare and print any documents needed for meetings such as an attendance sign-in sheet and attend regular staff meetings to record minutes and distribute minutes to staff by posting on the S: drive and/or Share Point.

  • Manages scheduling of all group/conference rooms, including the coordination of conference call lines.

  • Assist in coordinating special events as needed

  • Schedule Medical Director Appeal meetings

  • Coordinate triage meeting in outlook invite to include clinician cases to be presented

  • Maintain organization of staff workroom

  • Organize mailboxes when new staff joins SR or MIPS

  • Management of Downtime tote

  • Distribute staff absences though email

  • Preform duties including but not limited to; sorting and routing of mail, triage of calls, and visits, maintaining files and ordering/maintaining office supplies, arranging travel and other accommodations.

  • Typing of routine and non-routine correspondence

  • OTP Census Reconciliation (OASAS, Central Registry, & Avatar)

  • Back- up for OAS & Dispensing clerk

  • Treatment plan weekly audit

  • Responsible for coordination of methadone guest dosing requests

  • Coordinating weekly orientation with OTP manager to take photos and prepare patient ID

  • Order items as needed from Dupli, Staples, Medline, etc.

  • Update Strong Recovery staff phone directory

  • Maintain contents of the safe

  • Communicate with counselors on a monthly basis and order bus passes through Medicaid. Once passes are received, complete process by organizing distribution of passes

  • Point person for staff to order office supplies, coffee, business cards, cleaning supplies, etc.

  • Reconcile DOCC’s monthly billing

  • 10th of the month OASAS reporting (Back- up role)

  • Create SR Lobby slideshow via PowerPoint and e-Screenz

  • Place service calls for shred bins as needed (Backup role)

  • Coordination of pest control issues

  • Liaison with Xerox to help troubleshoot copier malfunctions and communicate respective vendors

  • Point person for Facilities/environmental needs

  • Special projects from SR and MIPS Programs leadership

Miscellaneous Duties 10%

  • Respond to routine requests for information regarding SR and MIPS Programs.

  • Develop new forms, as necessary for SR and MIPS Programs.

  • Assist SR and MIPS Programs leadership with preparations for site-visits.

Subscribes to the Department’s goal of creating a culturally competent environment by treating patients/families, trainees, research subjects and co-workers in a sensitive and caring manner with appropriate attention to cultural differences. Participates in available cultural competence events and trainings.


2 years of post-high school education in secretarial studies or the equivalent. At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Advanced secretarial skills. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers, etc. Or a combination of formal training and experience equivalent to the above.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled