Department Coordinator IV

University of Rochester • Rochester, NY

5d • 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.

Under the general guidance of the Assistant Director of Clinical Administration, provides administrative support to one or more Divisions within the Department of Medicine. Serves in the role of Department Coordinator IV to support the Assistant Director of Clinical Administration and Division Chief by preparing appropriate credentialing and reappointment paperwork, and managing the business administration needs for the Division(s). Develops and analyzes productivity reports, distributing monthly to Clinic/Medical Director, Division Chief, Assistant Director of Clinical Administration, and Director of Operations and Strategic Initiatives. Advises Division faculty regarding University of Rochester Medical Center and Nephrology Division policies and procedures, and organizes Divisional retreats and events. Serves as a subject matter expert for QGenda and takes ownership of building and maintaining scheduling rules, assumptions and notifications.

Requirements

• Associate's degree and Minimum 3 years of relevant experience 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 people across diverse backgrounds and cultures required

Nice To Haves

• Intermediate knowledge of hardware and software functionality preferred

Responsibilities

• Serves as a point of contact for the Nephrology Division’s business administration needs.
• Maintains supply ordering through Workday and PCard.
• Maintains employee information and serves as the point of contact for ADtools, Staff Finder/Global address book.
• Manages the Divison’s cell phone policy and requirements including purchasing new devices and tracking monthly charges.
• Sorts and distributes mail.
• Provides meeting coordination support, and may take & distribute minutes.
• Serves as a time keeper for the Division and approves time at the direction of the Assistant Director of Clinical Administration.
• Oversees preparation of documents for faculty & post-doctoral appointments, reappointments, promotions and terminations.
• Completes Visa paperwork and ensures candidates/employees complete visa requirements timely.
• Completes credentialing applications to third party payors and other health systems for all Attending Nephrologists and APPs, ensuring timely receipt and processing as feasible.
• Maintains faculty personnel records for Division in compliance with JCAHO and ACGME guidelines.
• Coordinates quarterly Medicare Faculty Time and Effort Reports; extracts data to produce summaries.
• Schedules providers for all necessary annual training, mask fittings, tuberculosis testing, board certification, NYS licensure, DEA certification, etc. required for appointment and directorship.
• Schedules billing compliance reviews as needed.
• Serves as the point of contact for CheckMedic system to ensure appropriate credentialing and enrollment with Fresenius Dialysis Units.
• Develops, analyzes and distributes provider productivity reports monthly to Division and Department leadership.
• Ensures metrics like RVU’s, volumes, open notes, etc. are captured and accounted for accurately.
• Prepares/completes MIPS reporting annually.
• Maintains URSpace & Equipment for the Nephrology Division.
• Manages swipe access for 3-8100 and McCann conference room calendaring needs.
• Initiates facilities and IT/ISD tickets, and orders equipment, including computers.
• Serves as the Subject Matter Expert for QGenda by building and maintaining scheduling rules, assumptions, and notifications for all Nephrology providers.
• Develops reports to track clinical sessions ensuring providers meet their expected contact hour targets.
• Ensures vacation and CME time is entered timely and stakeholders are aware of changes and conflicts via system notifications.
• Manages all administrative and logistical arrangements for Division retreats, special meetings and events, including weekly sign-out lunches.
• Prepares personnel and extra compensation forms at the direction of Division leadership.
• Performs account reconciliation on non-research accounts as directed.
• Maintains awareness of Ambulatory, Hospital, Department of Medicine (DOM), and Nephrology Division policies and procedures in conjunction with the Nephrology Chief, Assistant Director, Clinical Administration, and Clinical Directors.
• Ensures that all faculty are oriented to routine procedures as necessary.
• Acts independently as appropriate to anticipate and resolve Divisional questions and problems.
• Other duties as assigned.

Benefits

• The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

What This Job Offers

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