Provider Onboarding, Credentialing and Faculty Affairs Coordinator

University of Rochester • City of Rochester, NY

21h • $25 - $35 • Onsite

About The Position

The Provider Onboarding, Credentialing, and Faculty Affairs Coordinator assists in managing the full lifecycle of provider appointments within the Division of Cardiology. This position oversees the comprehensive onboarding and credentialing process for new hire physicians, ensuring high-quality, accurate, and compliant execution of credentialing, privileging, primary source verification, and Visa clearance in coordination with internal and external partners, including attorneys and the International Affairs and Services Office. The Coordinator actively participates in departmental and institutional activities to ensure the integrity, consistency, and continuous improvement of credentialing and privileging processes, and serves as a subject-matter resource to departmental leadership and staff. Serving as the primary liaison among physicians, departmental leadership, and multiple institutional stakeholders, the Coordinator supports providers from recruitment and initial offer through re-credentialing, while clearly communicating requirements, timelines, and compliance standards. The Coordinator collaborates closely with the Credentialing Office and other departments to initiate and track appointments and reappointments using electronic systems, maintain accurate practitioner profiles, and ensure ongoing compliance with regulatory, accreditation, and patient safety standards. In addition to onboarding responsibilities, the position supports all aspects of faculty lifecycle management—including new hires, appointments, reappointments, promotions, and voluntary terminations—across a large clinical department composed of full-time, part-time, and TAR faculty, contributing to practitioner quality and the overall safety and effectiveness of patient care. This role ensures gaps between centralized credentialing and department-level operational needs are identified and addressed for all providers.

Requirements

• Bachelor’s degree required
• 1 year experience in an administrative capacity required; or equivalent combination of education and experience required
• Knowledge of and experience with Joint Commission, CMS, and NCQA Regulations related to medical staff services and Commercial Payers Credentialing preferred
• Exceptional interpersonal and communication skills preferred
• Ability to develop and maintain relationships with a variety of key stakeholders across the organization preferred

Nice To Haves

• Proficiency in MS Office (e.g. Word, Excel, and PowerPoint), email, internet preferred

Responsibilities

• Credentialing Management: Collaborate with the Credentialing Office to initiate and manage initial and reappointment credentialing applications. Launch electronic applications to applicants and monitor progress to ensure timely completion. Review applications and supporting documents for accuracy and completeness, communicating with practitioners regarding the status and any additional requirements. Obtain and verify information from primary sources to ensure compliance with accreditation and regulatory standards. Process requests for privileges, ensuring alignment with clinical competency criteria. Respond to inquiries from internal and external stakeholders regarding credentialing and privileging matters.
• Faculty & Provider Onboarding and Affairs Support: Oversees full-cycle faculty recruitment, onboarding, appointments, reappointments, voluntary terminations, promotions, and sabbaticals. Onboarding support includes: Initiate and coordinate all necessary activities related to the physician hiring cycle, ensuring all pre-hire requirements are met. Demonstrate knowledge of University job classifications and requisites to facilitate the hiring process. Navigate multiple internal and external system platforms to validate candidate backgrounds and credentials. Participate in committees and HR project teams to drive improvements in the onboarding experience. Manage department-specific onboarding and readiness items, including but not limited to pagers, lab coats, name badges, keys, system access, and lab/clinical access to ensure providers are fully operational upon start. Act as back-up to Business Administrator for professional photos. Prepares contracts, appointment letters, and required documentation in collaboration with other professional offices. Reviews and submits documentation for faculty hiring and tenure to ensure university policy compliance. Tracks sabbatical eligibility and academic leaves; prepares appropriate paperwork and approvals. Assists with immigration-related processes as needed. Revises and submits job postings both internally and to external search agencies. Ensures job postings accurately reflect position details. Validates the accuracy of academic payroll records monthly, resolving discrepancies by cross-referencing personnel records, employee database source documents, status records, and salary lists. Assists candidates with their immigration needs as necessary. Independently maintains up-to-date knowledge of University policies, procedures, and systems necessary to fulfill the responsibilities outlined above.
• Visa Clearance Coordination: Collaborate with attorneys and the International Affairs and Services Office to manage visa clearance and application processes for international physician hires. Ensure compliance with immigration laws and institutional policies throughout the visa application and approval process. Maintain accurate records of visa statuses and expiration dates, initiating renewal processes as necessary. Serve as a point of contact for visa-related inquiries from new hires and relevant departments.
• Professional Development & Support Supports new faculty orientation, mentoring, and onboarding events. Maintains SharePoint and other repositories related to faculty records, promotions, and professional development. Organizes departmental and URMC-wide faculty development events, trainings, and workshops
• Compliance and Monitoring: Monitor and track provider licenses, certifications, health updates, malpractice coverage, and related compliance items, ensuring timely updates and renewals. Monitor and update staff status of appointments and privileges, preparing necessary communications. Ensure compliance with state licenses, DEA, and sanction information for physicians and allied health professional staff. Coordinate efforts to obtain necessary information and documentation to meet deadlines.
• Finance/Operations Assist primary staff responsible in supporting Workday processes for purchasing and expense reimbursement for faculty Coordinate and submit documentation to regulatory agencies (e.g., NYS Department of Health) for items like verification of physician training and experience per state requirements.
• Other duties as assigned Includes but not limited to acting as back-up to Cardiology Administrative Offices Front Desk Administrative staff for absences, such as greet visitors to administrative offices, answer phones, respond to inquiries from varying parties, retrieve and distribute mail, etc. This is not an all-inclusive list.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level