Job Information
University of Rochester Administrative Assistant IV in Rochester, New York
GENERAL PURPOSE:
Under general guidance, and with significant latitude for independent judgment and initiative, serve as principal clinical administrative support to the chiefs and medical directors of Pediatric Allergy/Immunology and Rheumatology, as well as the Supervisor and Assistant Director, Clinical Administration. Manage the general clinical offices and relative administrative services, and act as a liaison between the directors and other internal and external offices.
The Administrative Assistant (AA) is the central liaison and support person for all clinical activities in the divisions. The AA is responsible for organizing and coordinating the clinician’s operations and procedures to maximize the effectiveness of daily office activities. This position will work closely with physicians and mid-level providers, serving as the day-to-day point person on all clinical practice administrative and infrastructure issues, oversight of space, day-to-day oversight and training of staff, and coordination of clinical functions. This includes all regulatory policies and procedures (URMFG metrics). Acts on behalf of the Supervisor, Clinical Administration as needed.
The AA must possess the ability to work closely, and effectively, with all staff, faculty and others internal and external to the organization. Requires a high level of decision-making, executive thinking, communication, and follow up action items on behalf of the directors. The position requires professionalism and the ability to manage sensitive and confidential information appropriately. The AA must be able to prioritize and meet deadlines effectively balancing competing priorities and demands, and flex whenever necessary. Demonstrates ICARE* values in each of the major responsibilities (ICARE—an acronym for Integrity, Inclusion, Compassion, Accountability, Respect and Excellence—provides the foundation for how we treat people at this Medical Center. Achieving our strategic vision depends on all of us living out these values and embracing the diversity of our faculty, staff, students, trainees and patients).
RESPONSIBILITIES:
Clinical Operations
Serves as the lead for day-to-day clinical operations. Independently resolves daily issues and recurrent concerns that negatively impact customer service, operations or staff morale.
Serves as the point of contact for concerns raised by patients or providers and proactively seeks out resolutions.
Monitors reports on clinical productivity, volumes, access and other metrics to ensure successful patient flow, managing wait lists, etc.
Works directly with the Supervisor, Clinical Administration to coordinate appropriate staff coverage for all clinical activities, including phone triage, scheduling/registration, referral management, prior authorizations, and billing.
Implements and manages workflow/process to address all clinic schedules changes and room requests. Works with supervisor, assistant director, medical directors, and division chiefs to ensure schedule and productivity targets are met.
Identify and assess gaps in existing processes, recommend new workflows, and develop SOPs for both divisions.
Develops and operationalizes provider call/service schedule & clinic schedule processes for both divisions, including timely and accurate updates.
Works with supervisor to facilitate ongoing collaborative efforts with providers, staff, assistant director, and pediatric ambulatory leadership to identify improvements to existing clinic functioning and simplify workflows across both divisions.
Work with supervisor and assistant director to assist in the development and implementation of new business initiatives to support clinical missions.
Personnel Leadership:
Works directly with the supervisor to schedule shifts, manages staffing during shortages, vacations and unexpected absences, and ensures day-to-day operations run efficiently.
Primary lead for training new staff, and supports continuous professional development of all office staff. Establishes and maintains respectful environment conducive to effective communication and problem resolution.
Makes recommendations for new and replacement positions based on independent analysis of clinical needs. Works collaboratively to set and maintain customer service standards. Regularly reviews and updates office manuals.
Works with Supervisor, Clinical Administration to approve staff vacations, sick time and other absences. Counsels staff on questions/issues related to time management.
Administrative:
Identifies and proposes marketing/public relations opportunities to support clinical missions. Supports marketing, website and social media use by the divisions.
Reviews customer service surveys with supervisor to identify areas of improvement.
Coordinate, schedule, and prepare for Division meetings and other Division activities both on and off site as indicated by chiefs and medical directors, including any related catering preparation, document preparation, agenda compilation, or other related needs.
Represents divisions at various meetings, including Ambulatory Managers.
Other duties as assigned
QUALIFICATIONS:
Required:
Associates degree with 2 years of relevant administrative experience, or equivalent combination of education and experience is required. Bachelor’s degree preferred.
Two years of relevant administrative experience.
Excellent verbal and written communication and interpersonal skills, proficiency with Windows based environment (MS Word, Excel, Outlook, PowerPoint, and Sharepoint); strong organizational skills and the ability to meet deadlines in a fast-paced environment essential with competing demands and priorities. Exceptional judgment and ability to learn the needs of different components of the University required. Work independently with minimal guidance. Demonstrate efficiency in prioritizing assignments, skill in proactively resolving problems and recommending and implementing continuous quality improvement. Strong oral and written communications skills are essential. Ability to change priorities quickly required. Demonstrate accuracy, and grammatically correct documentation in all correspondence.
Preferred:
- Maintain knowledge about University systems (HRMS, e-Record, etc.).
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
Pay Range
Pay Range: $21.36 - $29.90 Hourly
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.
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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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