Department Coordinator IV

University of Rochester • Attleboro, MA

2d • $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.

Provides administrative and clinical support for a multi-disciplinary clinical team at the Center for Community Health & Prevention.

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
• Experience with scheduling and working in EPIC medical record and Spanish language proficiency preferred.

Responsibilities

• Manage multiple calendars for team leaders, prioritizing access and resolving meeting and clinic scheduling conflicts; prepares materials for presentations and meetings; coordinates travel arrangements and processes travel reports and requests for mileage reimbursement, registration fees etc; responsible for keeping CVs up-to-date according to most recent guidelines.
• Provides support for manuscript preparation including knowledge of citation software and attention to detail to ensure that submissions requirements are met.
• Acts as a resource to internal and external inquiries; assists staff as the liaison with internal support services like IT, ISD, HIM, interpreter services and vendors, physicians, medical practices, community health agencies, students and visitors; responsible for handling room requests, sending out meeting agendas and reminders of upcoming meetings.
• Attends twice monthly meetings with CCHP Admin, Healthy Living Admin and Ambulatory Admin.
• Attends monthly CCHP staff meetings and weekly Healthy Living staff meetings.
• Shares relevant information with Administrator and team managers.
• Follows up on all Ambulatory Outpatient compliance protocol updates and assists with preparing team members for application upgrades and attends superuser meetings.
• Responsible for telecommunication, supplies, equipment and furniture.
• Coordinate maintenance, purchasing and other central services with CCHP Administration.
• On-boards new staff for administrative processes.
• Provides clinical and administrative support that includes managing schedules to maximize patient access and creating and editing templates, following up on patient in-basket messages and requests for refills, and scheduling inbasket requests for appointments.
• Provides support for all front office and referral coordinator activities.
• Assists with contacting and rescheduling patients for late scheduling changes related to clinician absences.
• High level understanding of clinical team members, skills and scheduling details.
• Other duties as assigned

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree