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University of Rochester Administrative Asst - 231248 in Rochester, New York

Administrative Asst Job ID 231248

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 051 Surgical Support Services


Position Summary:

Operating with minimum supervision and exhibiting excellent judgment, this position is responsible for supervising the Scheduling Office. Assisting in Supervising and Coverage of the OR Control Desk staff and, functioning as the primary liaison between all levels of staff both in and out of the OR. While demonstrating an elevated level of customer service in a high volume, high stress work environment around the clock, they are also responsible for maintaining the integrity of the electronic operating room schedule, as well as, coordinating and communicating the flow of all operating room activity. Responsible for working closely with other team leaders to ensure continuity of care is carried through all shifts and the 3 OR Control Desks. With leadership and independent initiative, this position works closely with the Administrator, Anesthesia Clinical Coordinator, Charge Nurse, surgeons and a myriad of additional staff to ensure a smooth flow of the daily schedule, throughout the day, evening and night.

Specific Duties:

Supervising /Training/Cross Coverage (45 % ):

  • Supervises the Scheduling Office Staff and OR Control Desk Staff, 15 direct reports total

  • Assists in supervision of 15 direct reports in SSC, SSC 2nd floor, PACU and Pediatric Surgical Center, 15 total direct reports

  • Assists with interviewing and Hiring new Employees

  • Interacts and assists with Disciplinary actions of Staff members along with Staff Evaluations

  • Establishes excellent rapport with Lead OR Desk Secretaries, develops a team-oriented atmosphere with the staff.

  • Responsible to assist in mentoring all incoming personnel on nuances related to all positions and shifts

  • Monitor, evaluate and report regarding trainee progress and levels of competence

  • Exemplify university protocols and the ICARE values

  • Works with Team Leaders to cross cover, and schedule / Cover breaks, lunches, and sick calls

  • Assists Administrator in completing yearly performance reviews and collects peer feedback forms for staff Scheduling Functions (15 % ):

  • Approximately one hundred surgical patients, one hundred OR physicians, several hundred nurses, technicians and countless house staff are impacted by the performance of the people in this position. The timely and efficient functioning of this large, diverse and very busy suite of operating rooms and ectopic surgical locations is dependent on a flawless flow of communication through the Scheduling Office and Control Desk.

  • Maintaining the OR schedule as far as requests for Room releases, and or manipulation of Surgeons Block time.

  • Continual maintenance of the manual Operating Room schedule to ensure an ever-present back up in the event of electrical or computer failure

  • Maintaining HIPAA guidelines and patient privacy

  • Communicates changes effecting scheduling and block time to nursing leadership and assisting Pod Leaders with daily operational changes

    Administrator Interaction (20 % ):

  • Works effectively with Administrator to develop and implement policies and procedures to ensure consistent, appropriate and high-quality clerical services.

  • Cross Coverage for Daily conflicting meetings, and manages the HRMS Payroll sign off in Administrator's absence

  • Manages / acts on the Administrator's behalf with Nurse Leaders and Medical Director of Perioperative Services upon her absence.

  • Assists with preparation and presentation of regular Staff Meetings

  • Keeps Administrator up to date on any problems or issues that arise.

  • Attends meeting as required upon Administrators absence.

    Flexibility (15 % ):

  • Possesses the ability to work at OR Control Desk, or in Scheduling Office as needed during breaks, absences and vacations

  • Possesses the ability to work in all Perioperative Clerical areas as needed during breaks, absences and vacation including SSC, SSC 2nd floor, PACU and Pediatric Surgical Center

    Miscellaneous (5 % ):

  • Secretarial duties up to and including:

  • Approves Payroll in HRMS

  • Tracks Staff tardiness and absenteeism

  • Submitting Reimbursements to Accounts payable

  • Orders Paper and Office supplies for the OR Desk Staff, Scheduling Office and Administrator

  • Maintains the OR Control Desk Policy Manual

  • Maintains the OR Scheduling Office Manual


    College Graduation or an equivalent combination of education and experience required. Medical terminology and at least l-3 years of administrative and supervisory experience in a healthcare setting is preferred. Requires excellent and effect i ve Interpersonal, organization, and communication skills. Demonstrated ability to work independently, requiring minimal supervision, is essential. Excellent computer skills, as the ability to multi-task during busy time frames are required. Previous experience with PICIS and Flowcast is a plus, but not required. Must be a team player / leader and maintain a strong customer service approach at all times, with the ability to handle diverse personalities.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled