Secretary IV

Rochester, NY

Responsibilities

GENERAL RESPONSIBILITIES:

Serves as assistant to the Administrative Assistant of Ambulatory Nursing by, providing office support, coordinating support services, and assists with administrative activities for the Orthopaedics Department. Under general direction the Sec IV position is responsible for helping to maintain the QGenda Calendar, staff scheduling/timekeeper duties, employee files/forms management, and other duties as assigned for all Orthopaedic clinical locations. Consistently demonstrates IICARE values while assisting with the coordination of staffing, patient flow, and operational activities. Utilizes critical thinking skills to improve/coordinate operations. Compiles, edits, checks for accuracy materials for reports, correspondence, and publications.

QGenda Management (20%)

  • Review provider’ requests for adding/modifying clinic schedules and review with the nursing team for appropriate staffing levels. Based on changes help to facilitate subsequent staff schedule changes as needed.

  • Communicate schedule changes to nursing leadership team.

  • Participate in the weekly scheduling meeting.

Staff Schedule/Timekeeper (30%)

  • Serve as a back up for the primary timekeeper for the nursing/ambulatory tech staff utilizing HRMS, Staff Schedule, and Exception Log in accordance with University policy.

  • Help to manage the time-off requests, provide approval after requesting decision-making assistance from the Nurse Managers.

  • Provide staff education and best-practice training for viewing the schedule, submitting requests, and entering exceptions.

  • Maintain and stay up to date with daily schedule changes.

Administrative Duties as Assigned (30%)

  • Coordinates activities to maintain and update documentation and status logs for clinic Emergency Response Procedures

  • Request clinic location access for all new incoming providers and staff across all Orthopaedic Ambulatory locations.

  • Maintain diligent records for locker assignment, radio distribution, keys and scissors

  • Manage and monitor conference room scheduling

  • Take meeting minutes as needed

  • Interface with facilities and environmental services to manage office needs

Staff Onboarding and Training (20%)

  • Participate in clinical staff onboarding.

  • Prepare documents and binders to use during staff onboarding.

  • Have a good understanding of building layouts to give tours and help direct staff to the correct locations.

  • Help facilitate shadow experiences for potential incoming staff.

Professional Competencies

Leadership

  • Understands and models organizational IICARE values

  • Assists with the coordination of workgroups by fostering teamwork and cooperation

  • Takes accountability and provides support to others in fulfilling their work duties

  • Encourages open expression of ideas and opinions by showing genuine interest in the feelings and concerns of others

  • Conveys the Department’s vision and provides a sense of purpose for staff

  • Facilitates cross-functional teams

Quality Processes

  • Proactively seeks feedback from others to improve work processes and levels of service

  • Appropriately challenges the status quo; consistently seeks the generation of new ideas

  • Identifies, clarifies, and researches problems to find the best solution

QUALIFICATIONS:

Associate’s degree or an equivalent combination of training and experience equivalent to 2 years. Must possess excellent computer skills with Microsoft Office (Word, Excel, PowerPoint). Experience with eRecord or another electornic medical record is helpful.

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.

Pay Range

Pay Range: $17.64 - $24.71 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.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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