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University of Rochester Physician Support Spec - 236825 in Rochester, New York

Physician Support Spec Job ID 236825

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Neurology Movement Disorders


8 AM-4:30 PM



With moderate direction and considerable latitude for independent judgement, performs complex clerical, administrative, and physician support duties, in a fast-paced environment, in support of the clinical, educational, academic, and research programs. Responsibilities include centers of excellence community outreach/liaising, optimizing the provider clinical schedules, coordinating travel for educational conferences and other academic initiatives, processing requests for reimbursement, maintaining supply inventory and functionality of office equipment, managing faculty/administration calendars, maintenance of our websites and other IT-related duties, liaison for external & internal customers, new hire and onboarding coordination, and information/data support.


  • Helps manage provider and administration calendars, prioritizes appointments and meetings based on provider preferences. Chooses and recommends among competing demands.

  • Manages provider licensure, educational, training, etc. records

  • Triages telephone calls and messages from internal and external customers. Personally interfaces with callers to ensure needs are met, managing and/or resolving various scheduling/coordination issues and answering questions as needed.

  • Manages all incoming mail for faculty and advances practice providers assuring that all correspondence receives timely attention and is following up appropriately.

  • Arranges travel, conference registration and hotel accommodations for Faculty. Interfaces with organizations, hospitals and other to facilitate invited lectures, speaking engagements and other academic initiatives for the faculty member. Processes reimbursements by gathering documents from providers, completing appropriate forms for reimbursement, and submitting information to the finance office. Tracks annual expenditures against allowances. Processes other requests for payment.

  • Researches and compiles hospital medical records for information requested by physicians, insurance companies, patients, attorneys, etc.

  • Coordinates new provider hire and onboarding

  • Maintains office supply levels and functionality of office equipment

  • Assists the division administrator for the maintenance and updates to division faculty schedules including subspecialty call schedule, Momentum call and inpatient schedules, etc.

  • Assists the fellowship program director in creating monthly trainee schedules.

  • Examines the clinical schedule(s) on a continuous basis to identify opportunities for optimizing the time and effort of providers. Finds missing orders and pends them for review and approval.

  • Authorizes overbooking per faculty pre-approval protocols.

  • Maintains and distributes meeting agendas and meeting minutes for all division meetings.

  • Maintains division websites

  • Plans and organizes division events under direction and supervision of the division chief, division administrator or clinical research manager.

  • Provides administrative support for the Neurology Peru-Rochester exchange program.

  • Provides administrative support for the Spanish Language Neurology clinic.

  • Provides administrative support for clinical centers of excellence programs, both internally and as a community liaison with patients

  • Fulfills requests for data (both clinical and non-clinical) reporting and organization/summary of data into actionable information

    Other duties as assigned


  • High School Diploma required

  • Associate’s degree in Medical, Secretarial or related field preferred

  • Minimum of two years of relevant experience or equivalent combination of education and experience required

  • Demonstrated ability to work independently using high level decision making skills required.

  • Strong customer relations and interpersonal skills required.

  • Strong attention to detail and organizational skills required.

  • Strong interpersonal and communication skills, including written communication required.

  • Proficiency in using a computer, including Microsoft Office programs required

  • Advanced Spanish language skills preferred.

  • eRecord (Epic electronic medical record) experience 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