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University of Rochester Secretary IV - 233190 in Rochester, New York

Secretary IV Job ID 233190

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

Full Time 40 hours Grade 009 Psychiatry SMH Administration


8 AM-4:30 PM


Position Summary:

This position serves as the main clerical support of The Director of Regulatory Compliance, Risk Management and Quality Improvement and Associate Director of the Department of Psychiatry.


Under general direction with latitude for the exercise of independent judgment and initiative, the position will be responsible for the following:

General Admin Support

  • Track caseloads for outgoing staff to assure patient records are closed, or transfers have taken place.

  • Identify patients discharged from CPEP and Inpatient units in order for Medical Directors to assess Attending Physicians for quarterly H&P tracking done by Hospital Quality Assurance.

  • Track and monitor patient Treatment Plans and Episodes of Care across psychiatry and liaison with leadership to maintain the process. Develop & update PowerPoint presentations as informational with distribution to ambulatory clinic treatment plan EOC monitoring teams

  • Create workorders for UR Facilities, IT using online forms. Also UR Financials Procurement website (P2P) to request repairs, order new equipment, office supplies, and services from various vendors.

  • Acts as Release of Information coordinator. Develop spreadsheets to track (and process) requests to access records sent from HIM via Right Fax, and email, as well as Orders to Show Cause from the university legal department. Send notifications to appropriate clinicians for review, and follow up within the time allotted by informing HIM and the Legal Dept. of the status. Organize and schedule chart reviews for paper records from Medical Records storage

  • Time Keeper/Approval for Quality Assurance: assure that all time taken is entered and approved in HRMS. Run reports as requested by staff members.

  • Policy management on Policy Stat: Track policies due, disperse to staff for review, edit as necessary and approve policies.

Secretarial Support

  • Manage calendars, arrange meetings; prepare correspondence and presentations using MS Office Suite applications and supports projects as assigned.

  • As needed; create spreadsheets, Word documents, make copies, and fax various items, work w/staff, Administrators, secretaries to schedule meetings.

  • Facilitate onboarding new staff (order telephones, computers, and all other necessary equipment needed, swipe access, schedule eRecord training. Order supplies & equipment -computers, pagers, stationary, lab coats, stamps and miscellaneous items, insuring terms of PO's are met and tracked.

Minutes and Agenda creation

  • Quality Steering Committee: schedule meetings, populate the agenda, attend meeting to take notes and draft minutes.

  • Quality Steering Committee Presentations: schedule, inform & track Psychiatry unit/clinic staff identified to present Performance Improvement projects, etc.

  • Update and maintain the schedule for all Psychiatry Unit/clinic Safety Rounds.

  • CRMQIT: Schedule meeting (via Zoom & in person), attend meetings to take notes in order to draft minutes


  • Education: 2 years of post-high school education in secretarial studies or the equivalent.

  • Experience: 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, or a combination of education and experience equivalent to the above

  • Technical: Advanced secretarial skills. The ability to operate commonly used office machines, such as voice recording equipment, fax and copier, scanner.

This position requires excellent organizational skills with strong attention to detail along with the ability to communicate effectively both verbally and in writing. High-level computer skills are essential in Microsoft Office, specifically Word, Outlook, Excel and PowerPoint and ability to learn web-based software systems as needed.

Ability to function independently with minimal supervision in a collaborative, team-oriented work environment. Strong problem-solving and customer service skills along with the ability to adjust lo changing priorities and challenges are essential.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled