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University of Rochester Secretary III Administrative Services Float - 236996 in Rochester, New York

Secretary III Administrative Services Float Job ID 236996

Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 007 Social Work - Patient & Fam Svcs


Age of the Patient Population Served:

X Neonate

X Pediatric

X Adolescent

X Adult

X Geriatric

General Description

The Secretary III provides secretarial support to Administrative Services, in particular to the Social Work and Patient & Family Services and Care Management reception desks and the Interpreter Services Program. The Secretary III must be able to provide a professional atmosphere for patients, family, and staff displaying such behaviors as integrity, compassion, accountability, respect and excellence. The Secretary III utilizes good judgment and firm decisiveness while maintaining the dignity of the customer and following the policies of the division. It is with great responsibility that the Secretary III must be detail oriented, able to troubleshoot, gather precise information, follow through, and track accurate data correctly using Microsoft Word, Excel, and Outlook.

Specific Responsibilities

Process hotel reservations for the hospital's Strong Hotel and Lodging Program.

Answer the ACD phone lines for Social Work, Care Management and Interpreter Services. Triage and determine the appropriate clinician (i.e. social worker, financial counselor, manager, interpreter) to assist the caller. Reassure the caller if necessary. Establish the urgency of the situation. Execute necessary action (i.e. transfer or page to party, answer questions and direct patients). Take detailed messages when necessary. Must have the ability to multi-task in a busy environment.

Receive and process all visitors:

  • Maintain a professional atmosphere.

  • Investigate and accurately collect all necessary information from visitor(s).

  • Interact with all levels of staff including Medical Center/SMH management, department heads, and clinicians.

  • Diffuse escalating situations (i.e. calm a frustrated customer, or call for help by using the interior alarm or the silent alarm to Security, if necessary).

  • Trouble shoot and make good judgment decisions (i.e. ask probing questions to get to the root of the question or problem and know who to contact and when to contact them).

  • Give directions to other locations within the Hospital.

  • Utilize age-specific criteria when working with customer of different ages.

  • Interpreter Services Scheduling and Billing System

  • Submit requests to third party vendors to secure interpreters.

  • Assist with the Billing for UR Medicine Interpreter appointments requiring reimbursement. Ensure proper documentation is attached to each appointment and resolves all issues, i.e. situations lacking documentation.

  • Cover lunches/breaks/vacation for other Interpreter Secretaries/Schedulers.

  • File/scan/copy.

  • Submit and follow-up with CART Service Request

  • Format and maintain Social Work and SWPFS Administration policies. Notify managers of review timeframes. Upload to SharePoint as needed.

    Other duties as needed.

    Accountability, Supervision and Evaluations

    The secretary's performance is supervised by the Manager of Administrative Services and is accountable for the provision of duties in accordance with Social Work and Patient & Family Services policies, procedures and standards of conduct. The secretary's job performance must conform to the expectations set forth in this job description. The Manager of Administrative Services, in accordance with guidelines established by Social Work and Patient & Family Services, Strong Memorial Hospital and the University of Rochester conducts the receptionist's evaluations. The Manager of Administrative Services may make salary and promotional recommendations within the abovementioned guidelines.

    Position Qualifications

    The secretary must have a high school education and experience with Microsoft Office Word and Excel. A college degree and experience in health care settings are 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