Department Coordinator IV

University of Rochester•New York, NY

13d•$21 - $30•Remote

About The Position

This position is responsible for supporting the Division of Geriatrics & Aging, UR Aging Institute (URAI) and their Chief/Director and Administrator. Specific responsibilities include providing administrative and office support to Division and URAI leadership for administrative, educational, and patient care functions as well as supporting the activities of the Medical Services program. This position requires familiarity with hospital policies and Medical Staff By-Laws. Due to the diverse nature of these duties, this position requires independent decision making relative to their prioritization and management. The administrative assistant must deal with considerable complexity. The individual must be able to prioritize multiple activities, exercise excellent judgment, display professional attitude and appearance, act independently, be detail oriented, and require only limited supervision. Must comply with HIPPA and be sensitive to confidentiality. ESSENTIAL FUNCTIONS UR Aging Institute Support Manages time and calendars within the UR Aging Institute for the Director and Administrator. Schedules meetings for Director and Administrator, often requires working through other departments and Division Coordinators across the University. Manage logistics and coordination of various department meetings; including faculty meetings, off-site, and departments within the university. Assists in the planning of events and conferences. Including booking locations, coordinating catering, working with internal and external vendors, set up and tear down before and after the event and ensuring payment of invoices as appropriate. Plans and attends IBERO events with URAI Director and other division staff to support community engagement efforts Anticipates the need for, and obtain, background material for conferences and meetings. Secure room assignments, prepare meeting materials and minutes, catering (as needed), send minutes and reminders of upcoming meetings, and keep members informed. Gathers, draft and update departmental information to create PowerPoint presentations for meetings; draft and update letters and communications as needed on behalf of the UR Aging Institute, Director and Administrator. Coordinates travel, lodging and interview schedules for recruitment efforts as well as completing reimbursement forms for expenses incurred during travel. Participates in daily problem solving of URAI operational issues. Monitors URAI email box and triage inquiries accordingly. Division Chief & Program Administrator Support - 25% Represents Division Chief and Administrator in contacts with Department of Medicine and University leadership, patients, faculty, as well as colleagues and collaborators at outside academic institutions, relaying the Division Chief's instructions, preferences, and concerns, and obtaining reports or recommendations. Manages time and calendar of the Division Chief and Program Administrator. Manages logistics and coordination of various department meetings; including faculty meetings, off-site, and within the university, choosing and recommending among competing demands on times and referring matters to be handled by others when possible, controlling access to and prioritizing the calendar of the before mentioned. Anticipates the need for, and obtain, background material for conferences and meetings. Secure room assignments, prepare meeting materials and minutes, catering (as needed), send minutes and reminders of upcoming meetings, and keep members informed. Division Support – 25% Arranges travel accommodations and departmental events including reservation of meeting facilities and equipment, travel, and meals for large groups; assist in the preparation of program literature; coordinate with service departments of the University and off-site facilities. Coordinates travel, lodging and interview schedules for recruitment efforts Participates in daily problem solving of Division operational issues Completes reimbursements for all providers and staff due to travel and authorized purchases Complete invoice payments in workday via SIR as well as internal UR Purchases by initiating payment via 312 requisitions Office supply ordering via workday as well as technology ordering from UR Tech Store via initiation of 312 Requisitions Creates help-desk tickets for issues that arise, maintenance requests, event planning and food ordering Ensures medical staff and associated support staff comply with policies and procedures including Employee Health, HIPAA, Corporate Compliance, and mandatory in-services. Participates in daily problem solving when operational or technical issues arise Cross-trains for flexibility to cover other support staff during scheduled/unscheduled absences Assists in organization with divisional events for; retirements, celebrations, meetings, and retreats Assists in coordination of Medical student rotations in Geriatrics at Monroe community Hospital MCH Medical Services Administration Back up coverage for the division administrative assistant who providers support to medical director and providers based at Monroe Community Hospital. Duties include but are not limited to; maintaining provider (University and non-University based) credentials - 100+ appointed to MCH Medical Staff, reimbursements due to travel, invoice payments, creating help-desk tickets for issues that arise, maintenance requests, event planning and food ordering. Ensures medical staff and associated support staff comply with MCH policies and procedures including Employee Health, HIPAA, Corporate Compliance, and mandatory in-services. Participates in daily problem solving when operational or technical issues arise Cross-trains for flexibility to support other support staff during scheduled/unscheduled absences. Other duties as assigned.

Requirements

Associate degree preferred
3 years of progressively responsible administrative support, including lead experience required.
Equivalent combination of education and experience preferred
Proficiency with Microsoft Suite, File Maker 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

Manages time and calendars within the UR Aging Institute for the Director and Administrator.
Schedules meetings for Director and Administrator, often requires working through other departments and Division Coordinators across the University.
Manage logistics and coordination of various department meetings; including faculty meetings, off-site, and departments within the university.
Assists in the planning of events and conferences. Including booking locations, coordinating catering, working with internal and external vendors, set up and tear down before and after the event and ensuring payment of invoices as appropriate.
Plans and attends IBERO events with URAI Director and other division staff to support community engagement efforts
Anticipates the need for, and obtain, background material for conferences and meetings.
Secure room assignments, prepare meeting materials and minutes, catering (as needed), send minutes and reminders of upcoming meetings, and keep members informed.
Gathers, draft and update departmental information to create PowerPoint presentations for meetings; draft and update letters and communications as needed on behalf of the UR Aging Institute, Director and Administrator.
Coordinates travel, lodging and interview schedules for recruitment efforts as well as completing reimbursement forms for expenses incurred during travel.
Participates in daily problem solving of URAI operational issues.
Monitors URAI email box and triage inquiries accordingly.
Represents Division Chief and Administrator in contacts with Department of Medicine and University leadership, patients, faculty, as well as colleagues and collaborators at outside academic institutions, relaying the Division Chief's instructions, preferences, and concerns, and obtaining reports or recommendations.
Manages time and calendar of the Division Chief and Program Administrator.
Arranges travel accommodations and departmental events including reservation of meeting facilities and equipment, travel, and meals for large groups; assist in the preparation of program literature; coordinate with service departments of the University and off-site facilities.
Completes reimbursements for all providers and staff due to travel and authorized purchases
Complete invoice payments in workday via SIR as well as internal UR Purchases by initiating payment via 312 requisitions
Office supply ordering via workday as well as technology ordering from UR Tech Store via initiation of 312 Requisitions
Creates help-desk tickets for issues that arise, maintenance requests, event planning and food ordering
Ensures medical staff and associated support staff comply with policies and procedures including Employee Health, HIPAA, Corporate Compliance, and mandatory in-services.
Participates in daily problem solving when operational or technical issues arise
Cross-trains for flexibility to cover other support staff during scheduled/unscheduled absences
Assists in organization with divisional events for; retirements, celebrations, meetings, and retreats
Assists in coordination of Medical student rotations in Geriatrics at Monroe community Hospital MCH
Back up coverage for the division administrative assistant who providers support to medical director and providers based at Monroe Community Hospital.
Duties include but are not limited to; maintaining provider (University and non-University based) credentials - 100+ appointed to MCH Medical Staff, reimbursements due to travel, invoice payments, creating help-desk tickets for issues that arise, maintenance requests, event planning and food ordering.
Ensures medical staff and associated support staff comply with MCH policies and procedures including Employee Health, HIPAA, Corporate Compliance, and mandatory in-services.