Department Coordinator IV

Rochester, NY

GENERAL PURPOSE:

As a member of the Health Equity Program Support Office (HEPSO) administration team at the University of Rochester Medical Center, the HEPSO Department Coordinator IV will represent the URMC HEPSO by acting as a resource for inquiries, both internal and external concerning the program and its implementation throughout the UR Medicine system. Plans and arranges for regular meetings, special events, including arrangements for facilities, equipment and other required resources. Independently provides communications assistance to the program including data management, agenda and minutes management, PowerPoint support, and additional information management and communications as required. Independently prioritizes and manages the time and calendar for HEPSO’s Leadership team (Department Directors, Program Managers), and Project teams. Serves as a highly functional and independent program resource for general administrative support as needed, involves making independent judgments and decisions to satisfy inquiries for all division staff and faculty in a timely manner, sometimes on tight turnaround times with impending deadlines. Analyzes situations, interprets data, and makes independent decisions affecting the outcome, and re-directs to others when appropriate. This requires patience and an understanding of the Medical Center and Enterprise-wide policies.

Demonstrates ICARE* values in each of the major responsibilities.

JOB DUTIES AND RESPONSIBILITIES:

Office Coordination

  • Manage HEPSO’s administrative operations, balancing competing priorities and demands.

  • Frequently interacts with executive leadership and representatives from internal departments and programs as well as regional safety net health care organizations.

  • Oversight for meeting coordination, such as external stakeholder meetings, internal team meetings, project simulations, etc.

  • Strong written and verbal communication skills

  • Independently resolves and responds to all program/project related requests in a timely, efficient, and customer focused manner.

  • Analyzes data, resources to interpret need and priority and resolves issues assigned by Project Directors/Managers and keeps leadership apprised of decisions and status.

  • Manage and coordinate activities and recruitment of interns working within the program.

  • In addition to administrative management of a highly complex program, this position requires substantial judgment and independent decision making as exemplified by:

  1. Gather information independently and interpret resources to assist Project/Program Managers to prioritize major activities, involving timelines by communicating with groups and faculty to assist with specific tasks (e.g., reports) in specified timeframes.

  2. Assist with the creation of and generating regular reports by collecting and processing data and information and interpreting the information to effectively communicate information.

  3. Setting, following up, and evaluating the progress of specific tasks and programs. Help faculty and staff to identify priority activities for timely on deadline

completion.

Dissemination of Information

  • Coordinates the flow of information within the program assuring that all partners, stakeholders, and project teams are kept well informed as demonstrated by independently creating communications and disseminating data/information

  • The creation and management of the communications of the HEPSO’s Office via the established SharePoint site, regular newsletter and other methods as identified.

  • Liaison across departments and divisions to coordinate and manage project teams

  • Assists with presentation development via PowerPoint.

  • Maintains agenda and minutes for Project/Program meetings.

  • Assists with Database Management & Data Analysis.

Office Oversight

  • Coordinates day-to-day administrative operations of the HEPSO’s Office.

  • Oversees and coordinates hiring on-boarding for all new employees within the office.

  • Coordinates the needs of office space, asset management and purchasing of new equipment.

  • Provides advanced administrative support to the HEPSO’s Office Leadership Team. Independently coordinates and manages events and meetings for HEPSO’s Office Leadership and Project Teams.

  • Anticipates needs and determines schedules for planning/preparation time needed prior to meetings and deadlines.

  • Researches, prepares and organizes background information for business meetings.

  • Independently oversees all arrangements for business meetings and events sponsored by UR Medicine Team including securing onsite / offsite location; presentation materials; IT requirements; catering; reservations etc.

  • Coordinates and provides information on all travel for the Project Directors.

  • Performs University operations e.g. finance forms, policy, payroll, HRMS, etc.

  • Maintains knowledge about University systems (HRMS, MyPath, SharePoint, URGEMS, and eRecord)

  • Under the direction of Assistant Director manage and track the components of HEPSO and reports within the program. Program work is highly complex and requires understanding of the content of the projects, the key personnel, timelines, structure of reports, financial issues and budgetary needs, etc. The work on these activities requires incredibly high level of detail as well as constant judgments and decisions, including:

  • Act as an empowered and effective point of communication for all internal and external partners during the process.

  • Provides administrative support to Administrative Director(s) for multiple, complex, and detailed reporting submissions, both electronically and hard copy.

  • Upload and reviews submissions for proper formatting, etc. per the sponsor requirements. Work with program team members to correct errors and ensure that reports are submitted within sponsor deadlines.

  • Matching needs of program components with resources

  • Writing and editing and revising components of reports and communications, taking from a lot of materials and honing down to required content format (e.g., reporting templates)

  • Communicating between faculty, staff and program leadership team, and often many other departments working under a strict timeline and regulations while paying strict attention to program operations.

  • Reviewing and analyzing tables, budgets, and analytical information deciding on optimal formats, presentation, and substance

QUALIFICATIONS:

  • Associate's degree or an equivalent combination of experience and training required.

  • 3 years of progressively responsible experience in administrative support required Or equivalent combination of education and experience preferred.

Required:

  • Excellent verbal and written communication and interpersonal skills, proficiency and ability to learn new software or skills within a Windows based environment (MS Word, Excel, Outlook, PowerPoint, Zoom, Box, Adobe, and SharePoint);

  • Ability to handle multiple priorities; strong organizational skills and the ability to meet deadlines in a fast-paced environment essential.

  • Must possess exceptional judgment and ability to learn the needs of different components of the UR Medicine Enterprise.

  • Work independently with minimal guidance.

  • Demonstrates efficiency in prioritizing assignments, skill in proactively resolving problems and recommending and implementing continuous quality improvement and strong organizational skills.

  • Strong oral and written communications skills are essential.

  • Ability to multi-task required.

  • Demonstrates accuracy, grammatically correct documentation in all correspondence.

  • This position requires an annual re-certification in HIPAA awareness and annual renewal of an iCARE Commitment contract.

*For more on the ICARE values go to: http://intranet.urmc- sh.rochester.edu/patient-experience/patient-centered-care/icare- values.asp

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: $20.92 - $29.29 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.

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