Department Coordinator IV

Rochester, NY


Position Summary:

The Department Coordinator serves as principal assistant to the Director of Medical Staff Services, providing general office supervision and coordinating support service; Coordinates the day to day activities of the general office and provides related administrative services; coordinates specialized support functions of the Medical Staff Services Department.

Supervised by:

Credentialing Manager

Specific Duties and responsibilities include:

General Administrative support for the Director, Management Team, and Department: 40%

  • Lead the intake process for new credentialing, privileging and/or payer enrollment requests.

  • Lead the process for launching the electronic initial and/or reappointment/re-credentialing applications.

  • Lead the ongoing monitoring of credentials process for regulatory compliance.

  • Responds to inquiries from departments other healthcare organizations, interfaces with internal and external customers on day-to-day credentialing, privileging and/or payer enrollment issues for the department.

  • Coordinate the activities for tracking staff time through the payroll system.

  • Coordinate the calendar of the director and arrange travel for department leadership.

  • Monitor and update the on-call schedule for the department leadership.

  • Process all incoming and outgoing mail.

  • Prepare requisitions, monitor, and track all orders for equipment and office supplies including but not limited to general supplies, capital and non-capital equipment and computers.

  • Coordinate staff meetings and prepare the agendas and compile minutes.

  • Coordinate all department events.

  • Prepare for and onboard all new employees.

  • Maintain the database of URMFG new providers and listservs.

  • Serve as back up to the credentialing support staff.

Performance Management and Recruitment: 25%

  • Participate in recruitment and supervision of the credentialing support staff.

  • Responsible for thoroughly assessing performance and processes and identifying areas of opportunity for improvement of processes and utilization of resources.

  • Develop and implement tools and policies to support knowledge management, record keeping, and internal and external communication.

  • Collaborate with and assist the director with team building and the development and implementation of retention strategies.

  • Collaborate with the LEAN Performance Improvement Office on various activities within the department and throughout the system as applicable.

Fiscal Management: 25%

  • Reconcile receipt of payments to ledgers for revenue from CVO accounts and all other credits and expenses for the department

  • Prepare and track all Purchase Orders.

  • Estimate and control expenditures for supplies.

  • Assist the CVO manager with preparing and tracking the status of invoices and payments for CVO clients and affiliates and with communicating accruals to Finance.

  • Coordinate with the Accounting and Finance Departments regarding invoices and incoming and outgoing payments.

  • Track all inventory including capital equipment.

  • Track and update vendor subscriptions agreements and process payments when applicable.

  • Assist the director with the budget process.

Serve as a Liaison for the Medical Staff Services Department: 10%

  • Collaborate with practitioners, departments and staff when applicable.

  • Serve as the back up to the Credentialing Support Specialist Staff

  • Responds to inquiries from other healthcare organizations, interfaces with internal and external customers on day-to-day issues as they arise.

  • Serves as a Team Peer Interviewer as needed.


  • Associate degree or equivalent combination of education and/or experience.


  • At least three years of secretarial and/or office experience and/or at least one-year experience in health care/health plan setting.

Occupational Skills:

  • Organizational skills required to handle voluminous paper flow and to prioritize tasks in order to meet cyclical deadlines. Ability to manage demanding workload; self-motivated; able to carry out responsibilities with minimum supervision. Candidate must be flexible and work well in a team environment. Ability to work in a fast-paced environment and multi-task and demonstrated skills related to achievement of customer satisfaction.

Preferred Skills and Experience:

Technical Skills:

Experience with Microsoft Office applications required. Experience with database applications preferred.


  • Working knowledge of general office practices and software applications and database management. Experience in credentialing and National and State regulatory requirements. Certified Provider Credentialing Specialist CPCS preferred.

  • References must be current manager (s) that can provide information on decision making skills and independent judgment.

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

Pay Range

Pay Range: $20.38 - $28.56 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

Location: Medical Faculty Group
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 URMC Medical Staff Services
Schedule: 8 AM-4:30 PM