University of Rochester Secretary IV - 228410 in Rochester, New York
Secretary IV Job ID 228410Location Strong Memorial Hospital Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening
Full Time 40 hours Grade 009 Psychiatry SMH Addiction PsychSchedule
With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for Strong Recovery (SR) Clinics as well as Medicine In Psychiatry (MIPS) primary care clinic. Is responsible for considerable program administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within Psychiatry, or in other demonstrated and related equivalent situations. In department business matters has frequent contacts with clinical staff, faculty members, students and leadership. Is responsible for assignment and the review of the day-to-day clerical operations.
The Secretary IV reports directly to the Strong Recovery Practice Manager.
Age Range Served: Adult to Geriatric
Administrative/Secretarial Responsibilities 90%
Assist in Master Scheduling for providers, clinicians, & residents
Assist Leadership in preparing for various meetings and project
Anticipates the need from and obtains background materials for meetings, including but not limited to; organization of previous meeting minutes, creation of spreadsheets and other various documents.
Prepare and print any documents needed for meetings such as an attendance sign-in sheet and attend regular staff meetings to record minutes and distribute minutes to staff by posting on the S: drive and/or Share Point.
Manages scheduling of all group/conference rooms, including the coordination of conference call lines.
Assist in coordinating special events as needed
Schedule Medical Director Appeal meetings
Coordinate triage meeting in outlook invite to include clinician cases to be presented
Maintain organization of staff workroom
Organize mailboxes when new staff joins SR or MIPS
Management of Downtime tote
Distribute staff absences though email
Preform duties including but not limited to; sorting and routing of mail, triage of calls, and visits, maintaining files and ordering/maintaining office supplies, arranging travel and other accommodations.
Typing of routine and non-routine correspondence
OTP Census Reconciliation (OASAS, Central Registry, & Avatar)
Back- up for OAS & Dispensing clerk
Treatment plan weekly audit
Responsible for coordination of methadone guest dosing requests
Coordinating weekly orientation with OTP manager to take photos and prepare patient ID
Order items as needed from Dupli, Staples, Medline, etc.
Update Strong Recovery staff phone directory
Maintain contents of the safe
Communicate with counselors on a monthly basis and order bus passes through Medicaid. Once passes are received, complete process by organizing distribution of passes
Point person for staff to order office supplies, coffee, business cards, cleaning supplies, etc.
Reconcile DOCC’s monthly billing
10th of the month OASAS reporting (Back- up role)
Create SR Lobby slideshow via PowerPoint and e-Screenz
Place service calls for shred bins as needed (Backup role)
Coordination of pest control issues
Liaison with Xerox to help troubleshoot copier malfunctions and communicate respective vendors
Point person for Facilities/environmental needs
Special projects from SR and MIPS Programs leadership
Miscellaneous Duties 10%
Respond to routine requests for information regarding SR and MIPS Programs.
Develop new forms, as necessary for SR and MIPS Programs.
Assist SR and MIPS Programs leadership with preparations for site-visits.
Subscribes to the Department’s goal of creating a culturally competent environment by treating patients/families, trainees, research subjects and co-workers in a sensitive and caring manner with appropriate attention to cultural differences. Participates in available cultural competence events and trainings.
2 years of post-high school education in secretarial studies or the equivalent. 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. Advanced secretarial skills. The ability to operate commonly used office machines, such as voice recording equipment, adding and calculating machines, office copiers, etc. 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