Administrative Assistant, Cardiac Surgery

Rochester, NY


Position Summary:

With general direction and latitude for independent judgment, the Administrative Assistant (AA) provides daily managerial oversight and staffing coordination for the administrative operations of the Division of Cardiac Surgery. The AA performs, supervises, coordinates and monitors the work activity of employees of the front office and ensures efficient operations that meet both physician and patient needs. Reports to the Division Administrator on the administrative functions of the Practices including; oversight of space, supervision of staff, and coordination of clinical functions. Performs Human Resource functions under the direction of the Division Administrator. Acts on behalf of the Division Administrator, as needed. Monitors and ensures that all functions are completed in an accurate, efficient and customer-friendly manner. The AA will demonstrate and maintain a positive work environment by modeling and communicating in a respectful and professional manner with patients, coworkers and supervisors. Demonstrates ICARE* values in each of the major responsibilities.


Operations Management – Supervises the overall operation of the Adult Cardiac Surgery

  • Implement procedures for enhancing levels of service and quality.

  • Demonstrate skill in resolving difficult patient complaints and concerns.

  • Implement and enforce medical office policies and procedures.

  • Develop guidelines for prioritizing and assigning work activities, evaluating effectiveness and modifying process as necessary by applying Lean principles.

  • Schedule, facilitate, and participate in regular meetings with office staff.

  • Responsible for ensuring proper staffing to support daily office operations.

  • Train and maintain office specific emergency plan.

  • In collaboration with faculty, directly monitor the work of staff to ensure accuracy and maximum efficiency.

  • Oversee daily management of patient records and assigned work queues.

  • Attend in-service and other mandatory training sessions.

  • Responsible for organization of CVs received and coordination of interview materials, schedules, dinners and presentations. Provide administrative oversight for new providers including orientation, development and maintenance of departmental new hire materials, external and internal training need.

Staff performance management/development

  • Under the direction of the Division Administrator Responsible for recruiting, hiring, orientation, training, development and evaluation and management of office staff.

  • Assist with management of administrative staff in collaboration with Medical Director.

  • Maintain compliance with employment law.

  • Ensure annual staff mandatories are completed.

  • Ensure adherence to policies and procedures.

  • Establishes and maintains environment conducive to effective communication and problem resolution.

  • Promptly and accurately complete required documentation related to hires, terminations, and other status changes.

  • Conduct timely and thorough employee performance appraisals and discussions with direct reports.

  • Perform weekly update and review of payroll in electronic payroll systems. Manage and approve staff requests for time off and overtime.

  • Maintain an “open-door” policy for staff.

Financial – In collaboration with the Administrator II and Medical Director assist with oversight of the department finances

  • Effectively manage within budgeted parameters.

  • Reconcile monthly ledgers.

  • Ensure insurance pre-verification protocols are followed.

  • Coordinate meetings including meeting room assignment and necessary meeting materials.

  • Distribute, facilitate and follow up with faculty members to insure deadlines are met for various surveys and reports required by the many offices of the Hospital and University (Time and Effort, Conflict of Interest). Organize group sessions to complete needed updates, e.g. yearly competency, in-services, etc. Receive automatic ‘push-out’ emails that come from Hospital Level Offices about requirements/mandates, and communicate to Faculty Member (s) in simple terms what needs to be done and assist with arrangements.

Administrative Duties

  • Attend monthly faculty meetings and other meetings as assigned.

  • Attend in-service and other mandatory training sessions.

  • Complete and process expense reports.

  • Regular procurement of office supplies.

  • Manage and track purchase orders.

  • Written and phone communication with faculty, patients, and staff.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Prefer four years of administrative experience, including two years of supervisions and one year of management experience in health care. Experience in sleep lab operations preferred.

Required skills:

  • Knowledge of medical practices, terminology, and reimbursement policies.

  • CPT/ICD-10-CM coding systems.

  • Proficiency with UR Medicine electronic medical records and billing systems.

  • Planning, organizing, delegating, training, mentoring, and supervising.

  • Evaluating the effectiveness of existing methods and procedures.

  • Problem solving and attention to detail.

  • Strong interpersonal, customer service, and communications skills, including written communication.

  • Electronic Medical Record (EMR) skills (with training) as outlined below:

  • Navigate all sections of the EMR.

  • Familiar with the horizontal and vertical tool bar functions.

  • Compose and send electronic task.

  • Navigate scanned documents.

  • Enter medication for provider renewal.

  • Manage pharmacy preference.

  • Computer skills as outlined below:

  • Ability to navigate from desk top to a variety of applications.

  • Proficient in Microsoft Outlook email skills (open new, to, cc, send).

  • Proficient in electronic filing skills (name a file, save file, save as).

  • Strong typing and keyboarding skills.

  • Proficiency with Microsoft Word, Excel and PowerPoint.

  • Ability to read, interpret, apply, and cross-train staff regarding policies and procedures.

  • Ability to set priorities among multiple requests.

  • Ability to interact with patients, medical and administrative staff, and the public effectively.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 Cardiac Surgery