Department Coordinator IV

Rochester, NY

GENERAL PURPOSE:

Under general guidance, and with significant latitude for independent judgment and initiative, serve as principal administrative support to the Chief of Pediatric Gastroenterology, Hepatology and Nutrition (hereafter “Chief” and “Division”), Golisano Children’s Hospital and Division Administrator (hereafter included in the terms “Administrator”). Manage the general office and relative administrative services and act as a liaison between the Chief and other internal and external offices. Requires a high level of decision-making, executive thinking, communication and follow up action items on behalf of the Chief.

The Department Coordinator is the central liaison and support person for all non-clinical activities in the Division. The Department Coordinator is responsible for organizing and coordinating the Chief’s operations and procedures to maximize the effectiveness of daily office activities, including the Chief’s schedule. The Assistant must possess the ability to work closely, and effectively, with all staff, faculty and others internal and external to the organization. The position requires professionalism and the ability to manage sensitive and confidential information appropriately. The Department Coordinator must be able to prioritize and meet deadlines effectively balancing competing priorities and demands. Applicants with experience with University and Hospital policies, procedures and practices are preferred. Demonstrates ICARE* values in each of the major responsibilities.

JOB DUTIES AND RESPONSIBILITIES:

1. Administrative

With general guidance as to priorities, manages the time and calendar of the Chief, choosing or recommending among competing demands on time, referring matters to be handled by others, controlling access.

1.

  1. Makes decisions, with guidance from the Chief, between competing events and reassigns meetings, ensuring sufficient transition time between them.

  2. Reconciles conflicts between meetings and clinical obligations.

  3. Interacts and arranges meetings with directors, chiefs, associates, chairs, faculty and external organizations or systems.

  4. Liaison for all activities of Chief.

Represents the Chief in contacts with University officers, faculty, leaders, alumni, and trustees, relaying (and frequently anticipating) instructions, preferences and concerns, and obtaining reports or recommendations. Assures that University officials and faculty and others concerned are informed of decisions.

Provide administrative support to the Chief and Administrator using various platforms for correspondence, presentations, letters of recommendation and intramural correspondence. (SharePoint, Word, Excel, PowerPoint, Box, etc.).

  1. Anticipates needs and obtains background materials for decisions, compiles necessary reports and resources for handoff.

  2. Compiles, edits and proofread materials for correspondence, presentations, proposals, speeches and publications.

  3. Prepare for signature routine correspondences, compose correspondence on substantive matters (includes extrapolating and compiling information for summary).

  4. Creates and/or edits PowerPoint presentations and prepare materials for publication.

  5. Coordinate all administrative and logistical arrangements for Hospital meetings, retreats, and events. Prepares materials based on need.

1.

  1. Develops and publishes meeting agendas, proactively preparing and compiling necessary background information; arranges follow-up meetings, correspondence, and activities.

  2. Attends meetings and takes thorough meeting minutes.

  3. Maintains all files for Chief.

  4. Updates Chief’s CME credits, CV, and tracks credentialing information.

  5. Maintenance of faculty E-CV and bio-sketches and the Division website.

  6. Creates and maintains vacation/meeting allocation tracking spreadsheets of faculty and APPs

Assists the Administrator and Golisano Children’s Hospital Information Analyst efforts in compiling, analyzing for completeness, and submitting information for any U.S. News and World Reports and other hospital ranking and reporting initiatives.

Provides administrative support for the Administrator including preparation of on-call and faculty clinical schedules. Maintains compliance records for medical staff appointments, respirator fit, and mandatories for staff/faculty. Notifies appropriate individuals of non-compliance and develops plan for remediation including working with Pediatric Administration Faculty Administrator to initiate suspensions.

Working closely with the Administrator and Department of Pediatrics faculty recruitment staff, act as divisional point person regarding all faculty recruitment, administrative, requirements, donor tours and conference needs. Anticipates the needs and obtains materials, equipment, room reservations and refreshments for meetings and conferences; compiles itineraries.

2. Financial

Maintain, track and report expenses and revenue in relation to the Chief’s management of Division finances including but not limited to donor monies and fund raising, Division funds, external non-clinical revenue, and operational expenses.

Completes and processes University forms for clinical and research expenses across divisions, including but not limited to Requests for Payment, Employee Expense Reimbursement, Travel, 312 requisitions, ITSR and P2P. Secures appropriate signatures, submits and files paperwork accurately and timely.

Assists Administrator with the coordination of equipment purchases and maintains contracts and equipment. Maintains and order Division supplies, stationary and business cards, as well as clinical supplies for the procedure suite (Allscripts).

Works with department compliance officer and compliance analyst to ensure regulations are adhered to and resolves non-compliance issues.

3. Education

Coordinate and maintain the educational activities for pediatric residents, medical students and others approved for observership in the Division. Includes assisting the Division’s Educational Directors with regulation of number of trainees at any given time, preparing any documents related to the scheduling of rotations and educational program maintenance, complying with regulatory guidelines, collating reading materials, scheduling and processing required evaluations, and otherwise supporting trainee needs as designated by the Chief. (MEDHUB and MEDSIS).

Other duties as assigned

QUALIFICATIONS:

  • College graduation or an equivalent combination of experience and training required.

  • Associate’s Degree preferred.

  • 2-3 years of related experience with at least 1 year in an administrative capacity in an academic setting or equivalent experience required.

  • Excellent verbal and written communication and interpersonal skills, proficiency with Windows based environment (MS Word, Excel, Outlook, PowerPoint, SharePoint, and Box); ability to handle multiple priorities; strong organizational skills and the ability to meet deadlines in a fast-paced environment essential with competing demands and priorities required.

  • Exceptional judgment and ability to learn the needs of different components of the University required.

  • Work independently with minimal guidance required.

  • Demonstrate efficiency in prioritizing assignments, skill in proactively resolving problems and recommending and implementing continuous quality improvement required.

  • Strong oral and written communications skills are essential. Ability to multi-task required.

  • Demonstrate accuracy, grammatically correct documentation in all correspondence required.

  • Maintain knowledge about University systems (HRMS, URSpace, URGEMS, e-Record, and Kentico) preferred.

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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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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