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University of Rochester Administrative Assistant Med Tox/Addiction & EM Clinical Enterprise - 237431 in Rochester, New York

Administrative Assistant Med Tox/Addiction & EM Clinical Enterprise Job ID 237431

Location Medical Faculty Group Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 ED Admin. Support


8 AM-4:30 PM


Position Summary:

This position serves as primarily the principal assistant to the EM/ Toxicology Addiction team. Manages and implements projects with minimal supervision including planning and coordinating administrative functions in EM Toxicology and general support in Emergency Medicine clinical enterprise. Strongly supports the Medical Center’s ICARE Values and Emergency Medicine Code of Conduct with a goal of creating a culturally enriched and competent environment by treating all people in a sensitive and caring manner with appropriate attention to cultural difference.


ED Toxicology Admin Support - Services as the only key member of Emergency Medicine Toxicology supporting the Division Faculty.

Manages calendars, arrange meetings; prepare correspondence and presentations using MS Office Suite applications and supports projects as assigned. Prepare financial requisitions and expense reimbursement requests (F3) for assigned faculty.

Coordinates scheduling for resident rotation. Order supplies & equipment (computers, pagers, stationery and miscellaneous items, insuring terms of PO's are met and tracked. Prepare and posts Tox/Addiction On Call Schedules.

Provides Admin Support as requested to support Division Faculty.

Tox/Addiction Clinic Management - Manges all aspects of Tox Clinic including scheduling, registration, check-in and referral -intake process, maintaining sobriety dates and creating certificates. Patient inquiries as well as identification, prioritization and management of confidential and sensitive matters. Administrative review of prescription refill and prior authorization forms, submitting and monitoring insurance company’s decisions and creating an appeal if necessary.

Administrative support for eRecord training to ensure clinic is adequately covered on scheduled days. Attends monthly Ambulatory eRecord meetings. Acts as eRecord Super User for Tox Clinic. Oversees implementation of Tele Health for clinic.

Coordinates Reference Laboratory non-formulary testing requests to obtain one-time authorization for specialized testing. Tracks confirmation of approval and testing to specialty labs.

Schedules facilities and IT requests to maintain equipment and assures compliance with safety and other University and department regulations.

Admin Support Emergency Medicine/Observation - Independently plans for and makes administrative arrangements for meetings, including travel arrangements, conference registrations and subsequent expense reimbursement for Observation Unit. Coordinates monthly Journal Club including speaker arrangements, CME requirements, and event planning for Observation Unit. Prepares and posts Observation Faculty On-Call schedule to ensure accuracy, up-to-date and appropriately recorded in the Page System.

General Admin Support Emergency Medicine EM All: - Manages Conference room reservations and ED Distribution Lists. Oversee communication and filing of subpoenas documents as scanned by Director Office. Order supplies & equipment (Staples, RR Donnelly, Dupli business cards/letter head stationary) and miscellaneous items, insuring terms of PO’s are met and tracked. Coordinates arrangements with Iron Mountain for document storage and schedules pickups. Manges catering orders for small and EM All events.

Initiates facilities and ISD/IT work orders as requested and tracks for completion. Works close with EM Support Operations Team to support clinical operations.

Prepares and processes capital requests, collecting all necessary supporting documentation.

Emergency Medicine Development - Under direction of Administrator II, provides Admin support for support operations and project management for special projects.


  • College graduation or an equivalent combination of experience and training. One Year of relevant administrative experience required.

  • At least three years of secretarial experience, including one year in a position which demonstrated the ability to work with minimal supervision required.

  • Excellent communication skills with ability to function independently with minimal supervision in a collaborative, team-oriented work environment. Strong organizational, problem-solving and customer service skills along with the ability to adjust lo changing priorities and challenges are essential. Intermediate to advanced secretarial skills and proficiency in MS Office products specifically Excel, Word and PowerPoint. Candidate must have a high level of maturity in making decisions and must have excellent judgement/discernment required.

  • New York Notary highly desirable

    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