Department Coordinator IV

University of Rochester•City of Rochester, NY

13d•$22 - $31•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive. This position performs complex administrative duties in a fast-paced, detailed-oriented environment, supporting daily clinical and educational activities with hospitalists, Internal Medicine Residents, Hospital Medicine APP’s, and the Admitting Office. The role enhances patient satisfaction, quality, and safety by performing efficient and accurate inpatient coordination. The Hospital Medicine service encompasses all patients attended by Hospitalists, PCP’s, and Medicine subspecialists outside of ICU’s and specialty units. This position is required to work some holidays and weekends as the inpatient service is 24/7.

Requirements

Associate's degree and 3 years of progressively responsible experience in administrative support required Or equivalent combination of education and experience
Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required
Ability to effectively communicate and interact, both verbally and in writing, with all people required

Nice To Haves

Intermediate knowledge of hardware and software functionality preferred
Demonstrated critical thinking skills preferred
Attention to detail preferred
Ability to work independently and meet deadlines preferred
Ability to establish and maintain cooperative working relationships with individuals at all levels of the organization preferred.
Ability to adjust to change in policy and procedure preferred

Responsibilities

Assigns inpatient coverage daily for attending physicians, residents, and APP's, including holidays and weekends, using independent judgment to ensure clinical coverage needs for newly admitted patients, those transitioning between units, transferring from other services, and transferring from outside hospitals.
Develops, adjusts, and utilizes complex algorithms to balance competing priorities of workload, geography, and physician-APP alignment.
Serves as a liaison between physicians, APP’s, Residents, and the Admitting office to facilitate the coverage of acute care patients.
Continually evaluates processes and workflows to optimize efficiency, effectiveness, and accuracy of patient hand-offs by communicating with involved clinicians and the Admitting Office when assignments are made or changes occur.
Converts QGenda schedule information into SMH Page Operator website on a quarterly basis.
Serves as the primary contact responsible for receiving and routing pages throughout each day from the Emergency Department, Transfer Center, and Admitting Office and promptly forwards callers to the appropriate recipient based on multiple criteria.
Continually monitors and manages the admitting capacity of the inpatient workforce and adjusts assignments accordingly.
Interacts with the Admitting Office to review bed placement decisions for individual patients.
Optimizes clinical coverage of new patients by Hospital Medicine clinicians and facilitates an effective and efficient handoff.
Serves as the main point of contact for patients, faculty, staff, both within HMD and outside.
Assesses calls to understand patient needs, obtain their medical concerns, and liaises with the provider(s) to ensure communication directly with the patient.
Collects data and reports results on APP and HMD census for use by the HMD and DOM.
Supports faculty with QI and research activities, including performing chart reviews and collecting data for QI projects.
Collects and validates data for reports, correspondence, publications, and speeches.
Provides analyses and visuals as needed.
Collects, validates, and provides data to HMD leadership used for faculty reporting.
Provides administrative support to the HMD APP’s, including telephone coverage when needed.
Maintains confidential personnel files, including HMD faculty files, ensuring all information is filed in a timely and consistent manner.
Processes reimbursements through Accounts Payable for all HMD faculty and staff.
Completes Requests For Payments (RFP’s) for the division, faculty, and staff.
Assists in physically maintaining all HMD offices (currently >12), fax machines, printers, computers, and mail distribution.
Anticipates needs and obtains background material for decisions and conferences.
Applies provider preferences and protocols in selecting from multiple possibilities to execute and/or delegate follow-up actions based on provider’s request.
Edits departmental announcements and minutes of departmental meetings.
Assists in orienting new faculty, prepares and presents the HMD faculty orientation sessions each year, and works with staff providing guidance or suggestions.
Schedules use of department’s facilities, in compliance with University and department regulations.
Directs other secretarial administrative staff.
Trains and co-ordinates specific activities of peers and support staff.
May plan and direct the work of student employees.
Provides support in the faculty appointment process to the Division Administrator.
Participates in onboarding and orientation for new faculty by presenting annually during the HMD faculty orientation sessions and serving as a point of contact for new providers.
Assists in the preparation of program literature and departmental website.
Other duties as assigned.