Department Coordinator IV

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

910037 Med Hospital Medicine Div

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

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.

Responsibilities:

Reporting to the Administrator I and the Division Chief, and with minimal direction and considerable latitude for independent judgement, performs complex administrative duties in a fast-paced, detailed orientated environment. Supports daily clinical and educational activities with the hospitalists, Internal Medicine Residents, Hospital Medicine APP’s, and the Admitting Office. Enhances patient satisfaction, quality and safety by performing efficient and accurate inpatient coordination. The Hospital Medicine service encompasses all patients attended by Hospitalists, PCP’s, and Medicine subspecialists outside of ICU’s and specialty units; currently there are 19-20 Hospitalists on duty each weekday and 13-14 on each weekend. This position is required to work some holidays and weekends; the inpatient service is 24/7.

Essential Functions:

• Inpatient Coordination & Scheduling:  Assigns inpatient coverage daily for attending physicians, residents, and APP's, including holidays and weekends.  Uses independent judgement, ensures clinical coverage needs for newly admitted patients, including those transitioning between patient units, those transferring from other services, and those transferring from outside hospitals.  Develops, adjusts, and utilizes complex algorithms to balance competing priorities of workload, geography, and physician-APP alignment.   Serves as a liaison between physicians, APP’s, Residents, and the Admitting office to facilitate the coverage of acute care patients.  Continually evaluates processes and workflows to optimize efficiency, effectiveness, and accuracy of patient hand-offs by communicating with involved clinicians and the Admitting Office when assignments are made or changes occur.  Converts QGenda schedule information into SMH Page Operator website on quarterly basis.
• Monitoring & Liaising: Serves as the primary contact responsible for receiving and routing pages throughout each day from the Emergency Department, Transfer Center and Admitting Office and promptly forwards callers to appropriate recipient based on multiple criteria.  Continually monitors and manages the admitting capacity of the inpatient workforce and adjusts assignments accordingly. Interacts with the Admitting Office to review bed placement decisions for individual patients. Optimizes clinical coverage of new patients by Hospital Medicine clinicians and facilitates an effective and efficient handoff.
• Serves as main point of contact for patients, faculty, staff, and both within HMD and outside.  Assess calls to understand patient needs, obtain their medical concerns, and liaise with the provider(s) to ensure communication directly with the patient. 
• Reporting: Collects data and reports results on APP and HMD census for use by the HMD and DOM. Supports faculty with QI and research activities, including performing chart reviews and collecting data for QI projects. Collects and validates data for reports, correspondence, publications and speeches. May provide analyses and visuals as needed. Collects, validates, and provides data to HMD leadership used for faculty reporting.
• General Administrative Support: Provides Administrative support to the HMD APP’s, including telephone coverage when needed. Maintain confidential personnel files, including HMD faculty files, ensuring all information is filed in a timely and consistent manner.  Processes reimbursements through Accounts payable for all HMD faculty and staff. Completes Requests For Payments (RFP’s) for the division, faculty and staff. Assist in physically maintaining all HMD offices (currently >12), fax machines, printers, computers, and mail distribution. Anticipates the needs from and obtains background material for decisions and conferences. Applies provider preferences and protocols in selecting from multiple possibilities to execute and/or delegate follow up actions based on provider’s request. Edits departmental announcements and minutes of departmental meetings.  Assists in orienting new faculty, prepares and presents the HMD faculty orientation sessions each year, and will work with staff providing guidance or suggestions etc.  Schedules use of department’s facilities, in compliance with University and department regulations.
• Training & Onboarding: Directs other secretarial administrative staff.  Trains and co-ordinates specific activities of peers and support staff.  May plan and direct the work of student employees. Provides support in the faculty appointment process to the Division Administrator. Participates in onboarding and orientation for new faculty by presenting annually during the HMD faculty orientation sessions and serving as a point of contact for new providers. Assists in the preparation of program literature and departmental website.
• Other duties as assigned.

Minimum Education & Experience:

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Or equivalent combination of education and experience

Knowledge, Skills & Abilities:

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
• Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required
• Ability to effectively communicate and interact, both verbally and in writing, with all people required
• Intermediate knowledge of hardware and software functionality preferred
• Demonstrated critical thinking skills preferred
• Attention to detail preferred
• Ability to work independently and meet deadlines preferred
• Ability to establish and maintain cooperative working relationships with individuals at all levels of the organization preferred.
• Ability to adjust to change in policy and procedure preferred

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.