Department Coordinator IV

University of Rochester•City of Rochester, NY

3d•$22 - $31•Onsite

About The Position

The Interpreter Services Department Coordinator provides administrative support to the Associate Director of ASL Interpreter Services and Patient Care, the Associate Director of Spanish and Foreign Language Interpreters, and managers of Interpreter Services as needed. They complete all phases of the billing process, coordinate all language translations for UR Medicine and act as the liaison for all vendors including telephonic and document translation services (ordering, billing and consultation).

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.
Knowledge of 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.
Bilingual in Spanish/English and interpreter experience in a health care setting preferred.

Responsibilities

Provide administrative support for Interpreter Services Managers and Leads, recommending agenda items for staff meetings when appropriate.
Coordinate meetings/conference rooms for 1:1’s, interviews, and Interpreter Group Staff monthly meetings, and attend meetings as needed.
Coordinate and provide support for special events.
Arrange conference and travel plans as needed.
Track daily Spanish pages for all staff members, including overnight and weekend pages.
Track and provide CYRACOM and Language Line usage reports on a monthly basis.
Maintain the “MOC” folder in Box updated with necessary requested documents.
Update the Language Assessment on a Quarterly basis based on reports from the Health Equity Task Force/Medical Staffing Office.
Email providers or colleagues to confirm 2nd language spoken.
Schedule Language Assessment with Managers, Leads, CYRACOM, or Language Line, update results, and notify Supervisors.
Maintain the SharePoint Language Assessment folder with all current letters and results.
Triage the Interpreter Services In-Box, notify Schedulers of requests needing attention, acknowledge Patient Care Interpreter requests and patient communications, and escalate communication as needed.
Collaborate with URMC Parking regarding Interpreter Parking Passes and tags.
Request pagers and cell phones for Interpreters.
Resolve Interpreter malfunction equipment.
Manage orientation and onboarding material.
Maintain and update the Interpreter Services SharePoint site.
Maintain and order office supplies.
Coordinate document translations for UR Medicine departments, analyze department needs, assign resources, and serve as a point of communication for requesters and translators.
Manage the Document Translation Log stored on SharePoint.
Manage the billing for UR Medicine Interpreter appointments requiring reimbursement (i.e., GRANTs reimbursement), ensuring proper documentation is attached and resolving issues.
Ensure appointments are billed to the appropriate (CM).
Independently investigate and resolve invoice disputes with third-party vendors.
Collaborate with departments and Accounts Payable if payments are not processed in a timely manner.
Review and make necessary corrections for Interpreter Mileage/Conference Reimbursement forms before submitting for processing.
Resolve vendor invoices.
Serve as liaison for UR Medicine departments and vendors (CYRACOM and Language Line).
Coordinate the allocation of phones, iPads, and carts, working with ISD to secure them.
Maintain username and password logs.
Coordinate with vendors the telephone order and return process.
Formulate and analyze vendor usage data, develop reports, and recommend cost-saving initiatives.
Install Language Line phones/iPads and troubleshoot as necessary, collaborating with ISD when unable to resolve issues.
Participate in Department Committees, including Lean Performance Improvement, recommending and implementing measurement processes.
Assist with budget preparation/FY planning.
Process journal entries.
Provide general financial department support for the Interpreter Services program.
Provide administrative coverage for vacancies and cross coverage.
Perform other duties as assigned/needed.