Physician Support Specialist

Rochester, NY


Position Summary:

Performs complex secretarial, administrative and physician support duties, in a fast-paced environment with minimal direction and considerable latitude for independent judgement, in support of the clinical, educational, and academic programs. Responsibilities include time and calendar management to ensure daily manageability, telephone triaging and management, and information/data support.

Supervision and Direction Exercised :

Responsible for monitoring own performance on assigned tasks against procedure standards. May train and coordinate activities of peers or lower classified support staff as directed by supervisor.

Machine and Equipment Used:

Standard office equipment.

Typical duties:

  • Supporting division residency program by: collecting faculty availability prior to recruitment season, and organizing/scheduling faculty interviews. Making hotel/shuttle accommodations, creating itineraries for applicants during Interview season. On-going responsibilities include communicating with rotating residents (Peds, Med/Peds, PMR, Psych) in terms of sending emails with schedule, and communication about rotation dates, ordering meals and preparing meeting materials.

  • Manages faculty/provider documentation and information. Composes and types non-routine correspondence providing factual information. Transcribes letters of recommendation, proofreads, and ensure accuracy and timeliness of all written materials, including medical reports and correspondence, CV’s, presentations and business correspondence.

  • Triages telephone calls and messages from patients and referring physicians to faculty, residents and nurse practitioners. 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.

  • Processes prior-authorizations needed for a variety of medical procedures.

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

  • Other projects and job duties as assigned.


  • Associate’s degree in Medical, Secretarial or related field and a minimum of three years of relevant experience required; or an equivalent combination of education and experience.

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

  • Strong customer relations and interpersonal skills.

  • Strong attention to detail and organizational skills.

  • Strong interpersonal and communication skills, including written communication.

  • Technical proficiency in Microsoft Office programs, eRecord, etc.

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

Location: Strong Memorial Hospital
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009 SMH Neurology Pediatrics
Schedule: 8 AM-4:30 PM