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University of Rochester Secretary IV - 226888 in Rochester, New York

Secretary IV Job ID 226888

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

Full Time 40 hours Grade 009 OBGYN Admin - SMH


Position Summary:

Serves as education secretary in the Education Division of the Department of Obstetrics and Gynecology. Works with the physician director and Administrator. Management requires Microsoft Word, Excel and PowerPoint skills, MedHub skills, exceptional customer relation skills, strong organizational/planning and efficiency skills as well as an ability to prioritize incoming/outgoing information. With minimum direction and independent judgment, performs routine and non-routine secretarial and administrative duties requiring highly advanced secretarial skills and proficiency. Responsible for considerable departmental administrative details requiring extensive knowledge and experience with policies, procedure, and practices of the University.


Physician Educational Director Support:

  • Principal support for physician education director.

  • Answers and triages telephone calls.

  • Opens and distributes mail; follows up on action items in mail.

  • Using Microsoft Word, Excel and PowerPoint, prepared correspondence for physician educational director.

    Educational Secretary/Support Duties:

  • Answers and triages calls from the busy main telephone line as well as those forwarded to it; responsible for retrieving phone messages. Triaging of calls from patients, employers, pharmacies, high school, college, and medical students, residents, community and affiliated and hospital-based clinics, community-based physicians and faculty, faculty at SMH, as well as individuals wishing to contact residents.

  • Retrieves and opens division’s mail and delivers mail as needed.

  • Copies and distributes material. Material involves but is not limited to: evaluation forms, meeting materials, Residents’ Assembly packets; credentialing/statistical information for hospital privileges for graduating chief residents; monthly calendar of activities/schedules for department; special notices; invitation for special evens such a chief residents’ commencement picnic/roast and banquets.

  • Responsible for assembling and gathering updated information/material for the RRC accreditation, Competence Committee, PEC Committee, among other projects, under guidance from the Administrator.

  • Responsible for Resident Resource Room and Administrative Chief Office. Responsibility includes overseeing stocking of basic supplies; functioning of computers, including software, and printers

  • Responsible for the divisional notification of special events, programs, and changes in room assignments that develop at the last minute by way of one-page notice/flyer/email and faxing, MedHub notice, based on situational needs.

  • Liaison to Administrative Chiefs in development of resident schedules using current scheduling systems. Makes appropriate changes in schedules using AMION and Page office. Alerts affected people of changes that involve faculty, clinics, and/or residents. Using rotation schedules payment of on call meal allowances for residents for Night Float rotations.

  • Liaison with Office of Educational Resources, CEL, and faculty to ensure the proper AV equipment for weekly resident conferences and other conferences or events that periodically arise.

  • Liaison with Engineering, Facilities, Housekeeping, Telecommunications, and other Hospital and university based services.

  • Liaison with Food and Nutrition, Courtyard Café, and other catering organizations. Responsible for follow up on all catering activities for breakfasts, lunches, dinners, involving orientation, residents’ assembly, educational meetings, residents’’ week and recruitment.

  • Financial duties include processing/following of check requests regarding chief resident travel and conferences, lunch/dinners for recruitment, orientation and originating paperwork with ledger entries.

  • Responsible for ordering, obtaining sizing and monogramming lab coats.

  • Responsible for all subscription/memberships affecting the residency Education Program.

    Educational Workshops/Conferences/Evaluations:

  • Responsible for the coordination of didactic sessions for residents which includes working with the physician education director to invite faculty and other speakers, book rooms/locations, coordinate food, beverage, ensure availability of needed supplies, reminders to speakers, etc. Includes entry of didactics schedule into MedHub.

  • Facilitator for resident conferences. Assists residents with travel arrangements, reimbursement, creating posers/materials.

  • Responsible for the distribution, collection, and data input competence committee meetings Schedules competence committee meetings, books locations, and coordinates food/beverage. Generates aggregate evaluations for rotations/activities and gathers other required data, enters evaluations and data into competence committee resources/files for review by committee members in advance of meetings.

  • Generates aggregate evaluations for didactic sessions semi-annually, saves them in Educating I-Drive organized by academic year and distributes to lecturers after review by program director.

  • Assigns MedHub Evaluations for each rotation as per standard outline created by program director. Enters additional MedHub evaluations as assigned. Coordinates class photos, orders business cards.

    Intern Recruitment:

    Assists with intern recruitment process. Develops interview day program agenda and handout materials describing the program. Scheduling of applicants, residents, and full/part-time faculty at SMH and HH for interviewing. With program administrator, maintains database that combines the assessment and develops overall rank of residents, room booking, food/beverage, AV equipment, security of printed forms used by those attending rank meeting. Maintains records about interview dinners including resident host, attendance list, etc. and manages reimbursement for food cost.

    Intern Orientation:

    Assists with Intern Orientation. Books rooms, coordinates food/beverage, coordinates session scheduling with invited guest speakers, develops schedule with program administrator and director, and coordinates supplies as needed. Organizes intern orientation packets/bags with administrator. Assists new interns with information about housing, bank accounts, etc.

    Chief Residents’ Commencement Events:

    Assists with Resident Research Day. Creates the Research Day flyer and program under supervision of administrator. Makes travel arrangements for guest speaker, coordinates reimbursement for expenses and honorarium, coordinates process with Chairs office. Books rooms for research day, coordinates food/beverage, coordinates with Research faculty/personnel, schedules and books room for rehearsals. Coordinates poster session with program administrator. Creates and sends out invitations to faculty, non-faculty, and sends out reminders as date approaches. Queries division directors regarding potential recipients for the divisional awards and prepares certificates. Assist with annual picnic/roast and banquets. Creates and sends out invitations to faculty and non-faculty and sends out reminders as date approaches. Queries full and part time faculty, residents, medical students and nursing personnel regarding potential recipients for the departmental awards and prepares


    Education: 2 years of post-high school education in secretarial studies or the equivalent.Experience: At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision and to direct an office operation. Technical: Advanced secretarial skills. The ability to take dictation at 100 words per minute. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers.OR a combination of formal training and experience equivalent to the above

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled