Administrative Coordinator III

University of Rochester•City of Rochester, NY

1d•$19 - $27•Onsite

About The Position

The Administrative Coordinator III supports the Department of Pediatric Adolescent Medicine by coordinating administrative operations and helping maintain continuity of clinical activities. The role prepares and distributes schedules for rotating fellows, residents, and medical students, including monthly provider and fellow on-call schedules coordinated through Q-Genda. It also manages calendars and meetings, coordinates travel, prepares and edits documents, and handles communications and records while maintaining organized and confidential filing systems. The position works with the department team to gather and organize data, maintain knowledge of relevant databases and departmental policies, and serve as a point of contact for assigned tasks. It supports departmental projects and events, coordinates communications and supply requests, and provides general office backup, including payroll, billing, and reimbursements as needed. The position may provide work directions to junior-level staff and performs other duties as assigned.

Requirements

High school diploma or equivalent and 2 years of relevant experience, or an equivalent combination of education and experience.
Communication skills are strongly preferred.
MS Office Suite skills are strongly preferred.

Responsibilities

Coordinate and distribute provider schedules to support continuity of clinical operations.
Prepare, coordinate, and distribute schedules for rotating fellows, residents, and medical students.
Prepare monthly provider and fellow on-call schedules in coordination with Q-Genda.
Manage calendars, schedule meetings, and coordinate travel arrangements.
Prepare and edit documents, presentations, reports, and correspondence.
Handle email, mail, and telephone communications; answer phones, direct calls, take messages, and monitor central email inboxes.
Maintain filing systems and ensure records are organized and confidential.
Compile, organize, and maintain business transaction records, indexes, and files; retrieve information and enter data.
Maintain and update filing, inventory, mailing, and database systems.
Work with the department team to pull and organize relevant data and maintain understanding of applicable databases, policies, and norms.
Serve as a department point of contact for assigned tasks; communicate with departments and outside entities and distribute notices.
Coordinate office and medical supply requests.
Assist with planning and executing departmental projects and events.
Provide general office backup, including assisting with payroll, billing, and reimbursements as needed.
Operate office machines and systems, including photocopiers, scanners, voicemail systems, and personal computers.
Complete and mail bills, contracts, policies, invoices, and checks; open, sort, and route incoming mail and prepare outgoing mail.
Compile, copy, sort, and file records of office activities.
Provide work directions to junior-level staff as needed.
Perform other duties as assigned.