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University of Rochester Division Coordinator - 224297 in Rochester, New York

Division Coordinator

Job ID



Medical Faculty Group

Full/Part Time


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Full Time 40 hours Grade 051 Medicine M&D-Palliative Care


8 AM-4:30 PM


Position Summary:

Under the general direction of the Palliative Care Administrator II, and with significant latitude for independent judgement and decision-making, the AA will function as the Division Coordinator for the inpatient and outpatient practices and the administrative office. Responsible for financial bookkeeping, data collection and reporting, complex administrative duties, routine and non-routine office support, special projects and provider scheduling. The AA will handle highly confidential and sensitive information; interact positively with faculty and staff, and supply reports and data that are accurate and timely. Mature judgement, initiative, and an independent work ethic is mandatory, as is the ability to build positive working relationships with clinicians, coworkers and key stakeholders to Palliative Care.

Duties and Responsibilities:

Proficiency with all University financial data systems (Workday, Axiom, Cognos, UR Financials, P2P, and SharePoint) and have an advanced knowledge of Microsoft Excel and its data capacities. Prepare/process RFPs, 312 requisitions, and employee reimbursement forms. Assessing and analyzing all forms and supporting documentation for appropriateness and ensuring compliance with university policies and general accounting principles. Reconcile general ledgers and their monthly line item transactions, including all expenses, payroll, and spend categories, reviewing transactions and supporting documentation for appropriateness and reasonableness. Interpret transactions and determine if backup documentation is necessary including follow-up on discrepancies. Using knowledge of the division’s finances, identify accounting issues during reconciliation and collaborate with accounts payable, purchasing, Department of Medicine (DOM) ORACS or other internal and external parties to seek resolution. Maintain files of all supporting documentation. Create, maintain and transfer, as needed, Divisional adjusting journal entries and make deposits. Keep detailed records on time, date of submission and transfer of paperwork. Follow up on and make corrections as needed. Knowledge of authorization process, Workday ledger and spend & revenue categories are required. Responsible for knowing the various institutional purchasing policies and maintaining a system to follow up on all purchases. Research all matters as requested by the Administrator II.

Coordinate and prepare for monthly review the reporting of ledger activity for the Administrator II and other stakeholders within the Division of Palliative Care as well as DOM. Report reconciliations, forecast results, and generate subsequent spending plans for the Administrator II. Identify opportunities for cost savings and improvements processes or efficiencies with respect to the division’s accounting functions. Prepare specialized and ad hoc reports to assist the Administrator II in decision-making.

Examines clinic schedules for opportunities to optimize time and effort to improve the patient experience and increase productivity. Anticipates the needs of providers, insurers and key stakeholders on a continuous basis, gathering information and documentation to improve the patient experience. Provide onsite support in the outpatient clinic as needed as well as answering patient phone lines. Proficient in eRecord and other databases and/or files for information in support of advancing patient care.

Provides administrative support for the Division. Proficient with HRMS, processing personnel action forms, the grant sign-off process, and equipment and space planning. Coordinate, in collaboration with the Administrator II, the audit and verification of all UR Equipment & Space Survey programs. Responsible for assisting the Administrator II with the grant sign off process, working with the Director of the Center for Palliative Care Research for approvals. Log all grants, applications, awards and scan protocols to University systems and divisional files. Be able to provide information to Division stakeholders as to the status of all projects during the sign off process.

Ensure that all Division of Palliative Care capital purchases are reviewed for compliance to the University’s and the Department of Medicine’s various capital purchasing policies and procedures. All Capital purchases and related journal entries, including Capital Transfer forms, documentation will then be submitted for written approval to the Vice Chair for Finance & Administration. Submit all approved documentation to the proper University Departments, including Purchasing, MFG, SMD and URTech Store. Follow-up as needed or requested. Maintain a log of capital purchase for review.

Provide administrative support to Division Chief, Director of Palliative Care Research and Administrator II. Coordinating, scheduling, planning and gathering information and resources for meetings, events, and other projects as assigned. Handling multi-line phones, incoming faxes, greeting and screening visitors. Using sound judgment and initiative, prioritizing and redirecting as appropriate. Provides collegial support to division colleagues as needed.

Maintains and coordinates all supplies, repairs and activities needed to sustain the efficient running of the Division of Palliative Care. Monitor and maintain inventory of office supplies, forms, and equipment. Schedule and maintain conference rooms and equipment. Assist those using the conference rooms with technical equipment. Responsible for mail and distribution. Copying & filing of highly confidential information as well as all routine and non-routine office files. Coordinate special events with internal and external stakeholders and vendors, in addition, work with the University’s IT Departments, if needed, to request phone service & other IT services for renovations and start-ups. Maintain all contracts for equipment & Xerox machine. Contact person for troubleshooting copier, fax machine, telephones. Division liaison with University facilities personnel for projects and repairs. Assist Administrator II with various assignments and functions. All other duties as assigned


College graduate or an equivalent combination of experience and training. One year of relevant administrative experience including 1 year in a position, which demonstrated the ability to work with minimum supervision and to direct an office operation. Course work in accounting preferred. Obtain CLASP certification within two years of hiring. Preferred: Applicant must be well organized, able to work independently, manage multiple responsibilities and work productivity with limited guidance, at times in a very busy and sometimes congested environment. Applicant must possess strong interpersonal skills. Working skilled knowledge of Workday, HRMS, Cognos, Microsoft Office applications, Adobe Acrobat, Med e-PAF experiences and some Share Point experiences as well as office support equipment. 5+ years of administrative and financial experience/duties and responsibilities. This document describes typical duties and responsibilities and is not intended to limit management from assigning other work as required.

Machines Used:

Standard office equipment including, but not limited to, telephone, fax machine, copiers, personal computers, terminals, printers, and scanners.

Physical Demands:

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools, or controls and talk and hear. The employee is required to sit and reach with hands and arms, and to stand and walk. The employee may be required to lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and the ability to adjust focus.

Work Enforcement:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled