With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for Division Chiefs, Division Administrator, faculty and other staff. Efficiently handles all administrative details and duties requiring extensive experience with policies, procedures and practices of the Divisions and the Department. Assists faculty with the execution of their academic responsibilities, updating CVs, tracking CME credits, and making travel arrangements to academic and other meetings, Monitors and ensures that all functions are completed in an accurate, efficient manner. Demonstrates ICARE* values in each of the major responsibilities.
NOTE: This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required .
Performs secretarial support to faculty and staff. Prepares and/or composes routine correspondence and disseminates information. Drafts correspondence and originates correspondence as needed.
Sets up and maintains important data for all providers. Tracks credentialing documents for faculty, including CV’s, NYS license, DEA, and provides adequate notice to assure recertification is completed timely.
Provides scheduling and calendar support for 3 division chiefs
Working in conjunction with Division Chiefs and Division Administrator, responsible for faculty recruitment and guest speaker visits. Coordinates travel/hotel arrangements, schedules meetings and rooms, guides visitor around campus, communicates schedules clearly to all participants, follows up on all financial/reimbursement matters related to the visit and other related tasks.
Compiles and distributes weekly e-mail to divisions, as requested.
Updates faculty eCVs and assists with division websites. Develops proficiency in online systems as required. Completes requests for research articles utilizing electronic databases and the Miner Library resources.
Serves as office contact for IT issues for all programs, including phones, pagers, and computer needs. Proactively works with ISD and others to ensure effective technology solutions are in place for efficient operations.
Prepares agendas for faculty, multi-specialty and lab meetings. Serves as recording secretary and distribute minutes as requested by faculty for meetings pertinent to their functions.
Maintains and updates Division Disaster Plans and Division directories.
Assists with preparation of Division Annual Reports, working with Chiefs and Administrator in obtaining and collating data; independently following up and resolving missing information.
Works with Division Chiefs and Division Administrator to onboard new faculty and staff effectively.
Identifies and implements improvements to administrative workflows for all divisions.
Develops and maintains an administrative manual
Staff point of contact for medical trainee rotations. Distributes rotation materials and communicates expectations with internal and external trainees. Handles administrative issues that come up during rotations.
Divisional contact for UR Internship and Shadowing programs. Completes and submits paperwork for students and other individuals requesting rotations; ensures compliance with University policies and procedures.
Supports Fellowship programs, as needed.
Provides clinical office phone coverage, as needed. Triages calls, schedules patient appointments. Documents patient-related calls in eRecord. Generates and mail appointment letters. Reschedules bumped patients ensuring patients are rescheduled and notified. Follows up on no shows and cancelations to ensure patients are rescheduled.
Modify master schedules and run scheduling reports, follows up on billing, distributes mail and performs other clinical support, as necessary.
Serves as office lead when Administrative Assistant is out of the office.
Completes and processes University forms for clinical and research expenses across divisions, including but not limited to Requests for Payment, 312 requisitions and ITSR forms. Secures appropriate signatures and files paperwork accurately and timely.
Office resource for employee travel and reimbursement. Coordinates travel and accommodations for faculty and staff. Registers Faculty and staff for conferences submits payment for conferences and forward receipt of payment to faculty or staff member attending to conference. completes reimbursement forms and submits accurate documentation to Finance. Processes reimbursement for dues, licensure, DEA and other related professional expenses. Ensures charges are applied to the correct FAO. Follows up on issues. Works collaboratively with staff from other divisions and departments for shared faculty.
Develops and maintains organizational process to file documentation electronically on SharePoint. Performs non-salary GEMS data entry timely to ensure accounts are reconciled appropriately.
Other duties as assigned
2 years of post-high school education, secretarial or word processing studies, or the equivalent required.
At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision. Strong oral and written communication skills are essential. Demonstrated ability to word process documents and enter data into a database. Demonstrated skills related to achievement of customer satisfaction. Demonstrates the ICARE values to patient, families and staff. Ability to act as a resource to less experienced staff required.
Strong Microsoft Office skills. Medical terminology experience preferred. Knowledge of eRecord desired. For qualified candidates, training will be provided. Candidate must demonstrate accuracy, grammatically correct documentation in all correspondence. Candidate must be flexible with work schedule. Ability to work in a fast-paced, stressful environment essential. Demonstrates efficiency in prioritizing assignments, skill in proactively resolving problems and recommending and implementing continuous quality improvement preferred.
e-Record, GEMS and OnBase 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: $ 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.
Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 Pediatric Palliative Care-SMD
Schedule: 8 AM-4:30 PM