Department Coordinator IV

Rochester, NY

GENERAL PURPOSE:

Provides administrative support for the Quality & Safety Department of the Department of Pediatrics, including calendar management, scheduling and general administrative support for the department’s team members. Responsible for managing the general office and related administrative services of the Quality & Safety Department, performing a variety of advanced, complex assignments and working with minimal direction under their own initiative and latitude for independent judgment. Processes highly confidential administrative information and works with limited supervision and exercises independent judgment.

JOB DUTIES AND RESPONSIBILITIES:

Provides departmental administrative support for the Quality Department:

  • Assists with projects, creates documents and newsletters, performs printing, laminating, scanning and copying

  • Orders and restocks office supplies

  • Arranges travel, assists with expense reporting

  • Creates and maintains the Quality and Safety team annual budget as allocated from the Department of Pediatrics discretionary funds

  • Utilizing REDCap and/or SurveyMonkey, creates and manages surveys

  • Utilizing eScreenz uploads/edits/archives screens for each floor in GCH: Peds Critical Supply List, HAC Dashboard, Safety Alerts, etc.

  • Utilizing PolicyStat, inputs/edits new policies, guidelines, and checklists, creates token links and converts files to Word documents for editing

Proactively, independently and effectively manages the individual calendars of the Quality team, including the scheduling and coordination of weekly, monthly and quarterly meetings. Manages schedule conflicts; alerts team members to urgent requests; on a daily basis anticipates calendar issues and mitigates same as needed.

Provides administrative support including scheduling, logistics, calendar invites, agenda and other materials preparation, attendance, minute taking and distribution, post-meeting follow-up communications and archiving for the following meetings conducted by the Department:

  • Pediatric Nursing Policy & Procedure Committee - monthly

  • Pediatric Nursing Unit Regulatory Champions - monthly

  • Executive Safety Rounds - monthly

  • Executive Safety Rounds Debrief - monthly

  • Pediatric CLASBI Workgroup - monthly

  • Hospital-Acquired Pressure Injury Guiding Team - monthly

  • Pediatric Safety Nurses meeting - monthly

  • Pediatric Safety and Security Workgroup -monthly

  • Quality and Safety Office meeting - weekly

  • Pediatric Clinical Collaborative - monthly

  • Pediatric Clinical Collaborative Touch Base – monthly

  • Error Prevention Training – periodic

  • GCH Clinical Council – monthly

  • GCH Safety and Security Meeting – monthly

  • GCH M & M – periodic

Other duties as assigned

QUALIFICATIONS:

  • Associate's degree preferred

  • Equivalent combination of education and experience required

Required

  • 3 years of progressively responsible experience in administrative support

  • Proficiency with Microsoft Suite (including Outlook, SharePoint), WorkDay, SurveyMonkey, REDCap, FileMaker Pro, virtual collaboration tools (Zoom, Box, ), Adobe Acrobat Pro, Canva required

  • Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required

  • Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures required

  • Intermediate knowledge of hardware and software functionality 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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