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University of Rochester Secretary IV - 235964 in Rochester, New York

Secretary IV Job ID 235964

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

Full Time 40 hours Grade 009 CVSL Outpatient ACG & CC

Schedule

8 AM-4:30 PM

Responsibilities

POSITION SUMMARY

With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills and proficiency for the head of an academic, medical service, business or comparable department. Is responsible for considerable departmental administrative details and duties requiring extensive experience with policies, procedures and practices of the University, or within a specific division, or in other demonstrated and related equivalent situations. In department business matters has frequent contacts with Deans, Directors, faculty members, students and other administrative staff. Is responsible for assignment and the review of the day-to-day clerical operations.

RESPONSIBILITIES

Administrative Support:

  • Provides administrative assistance to the Program Director, Clinical Administrators and faculty members. Coordinate and respond to administrative requests from internal and external medical practices.

  • Requires coordination with clinical office manager in order to facilitate timely implementation of physician service schedule. Demonstrates the ability to exercise independent judgement to prioritize time and conflicts.

    Scheduling:

  • Assists in arrangements for faculty speaking engagements, symposia, meetings and interviews.

  • Prepare and distribute agenda, reserves meeting places, travel and other arrangements.

  • Occasionally serves as recording secretary at meetings; prepares, records and distribute meeting minutes.

  • Coordinate of Fellows and Internal Medicine rotations with Heart Failure attending schedules and inpatient services.

  • Process requests for observation/shadowing for students.

  • Maintenance, updating, distribution of program call schedule on calendars, web paging system, action telephone, UNOS and Qgenda.

  • Scheduling and Tracking of Outreach with outside providers/facilities to coordinate with date, time and locations.

    Communication:

  • Process, compose and distribute non-routine and confidential correspondence. Gathers necessary information for and drafts important and confidential correspondence.

  • Letter composition, mailing and record keeping; Donations, Recommendations, patient correspondence, mass mailings.

  • Collaborating in the creation and distribution of quarterly program newsletter.

Education:

  • Assist Faculty/Administrator with education offerings & presentations at AHF Noon Teaching Conference and Journal Club.

  • Assist the Director of the Fellowship Program.

Miscellaneous Program:

  • Data tracking

  • Regulatory compliance tasks

  • Maintenance of faculty credentialing, CV’s and CME’s.

  • Performs secretarial duties including; the sorting and routing of mail, serving as departmental receptionist, maintaining files and office supplies.

Other duties as assigned

QUALIFICATIONS:

  • 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.

  • or equivalent combination of education and experience

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

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