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University of Rochester Secretary IV - 232037 in Rochester, New York

Secretary IV Job ID 232037

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

Full Time 40 hours Grade 009 Blood Bank-Clin Labs SMH


7:30 AM-4:30 PM


Position Summary:

The Blood Bank and Transfusion Medicine Unit Secretary IV performs routine duties requiring advanced secretarial skills with accuracy and proficiency to ensure that operations run smoothly. There is extensive responsibility for management of complex logistic issues for the autologous and directed donation process. S/he is responsible for advanced computer support, special billing, coordination of meeting schedules, faculty support and support for the Autologous Donation Program. The individual in this position provides primary coverage for the Blood Bank Administrative Assistant including purchasing, copying, filing, and payroll

Job Duties:

  • Autologous Donation Program (50%)

  • Reception

  • Scheduling of patient appointments

  • Management and triage of patient phone calls

  • Management of directed donation process for patients/MD's

  • Maintenance of ARC autologous and directed donation files

  • Pre-donation preparation of autologous donation folders

  • Autologous billing

  • Database input and queries

  • Filing

  • Computer Support (22%)

  • Advanced word processing skills

  • Spread sheet knowledge including set up, data input, reporting

  • Computer support for the revision of Blood Bank SOP manuals including ancillary areas

  • Maintenance of current and archived Blood Bank procedures

  • Maintain a current and up to date backup system for all computer files

  • Antibody protocol cards and letters

  • Manage patient requests for their blood type

  • Faculty Support (15%)

  • Secretarial support for the Medical Director and Assistant Medical Director including:

  • Typing of grants and manuscripts

  • Document copying

  • Travel arrangements

  • Mailings

  • Management of reprint requests

  • Management of phone calls

  • Main Laboratory Support (10%)

  • Coordination, tracking, and record maintenance associated with all look-backs and recalls (HIV, HCV)

  • Obtain patient medical records as requested

  • Preliminary documentation for Transfusion Transmitted Disease Reports

  • Computer entry, typing and filing of transfusion reaction paperwork

  • Meeting Schedule Management (2%)

  • Create annual calendar of routinely scheduled meetings

  • Coordinate additional meetings as requested

  • Arrange for meeting rooms

  • Recording Secretarial Duties (1%)

  • Serves as recording secretary for the Blood Utilization Review Committee. Prepares and types minutes.

  • Distributes minutes and sends reminders prior to quarterly meeting dates.

  • Serves as the Back-up to the Administrative Assistant

  • Duties documented in the Administrative Assistant job description as assigned by a supervisor

  • Performs Other Tasks as Assigned


Reports to the Medical Director, Assistant Medical Director, Chief Supervisor, and Donor Room Coordinator.



Two years post-High School education


Minimum 3 years (or an equivalent combination of education and experience)


Advanced Computer Skills: Microsoft Word, Excel, Access, PowerPoint.

Advanced form development skills. Exceptional organizational skills. Medical terminology. High degree of accuracy and attention to detail. Ability to multitask.


Effective interpersonal communication skills Desire to provide outstanding customer service Ability to work efficiently and independently

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled