Department Coordinator IV

University of Rochester•Rochester, NY

74d•$21 - $30•Onsite

About The Position

The Department Coordinator IV provides administrative support within a department, in addition to serving as the principal assistant to Senior Director(s), Director(s), Associate Director(s), or other leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Provides work leadership to other support staff. This position deals with highly confidential information and must be able to work with limited supervision and exercise independent judgment.

Requirements

Associate's degree required.
3 years of progressively responsible administrative support, including lead experience preferred
Equivalent combination of education and experience required
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 people across diverse backgrounds and cultures required

Nice To Haves

Intermediate knowledge of hardware and software functionality preferred.

Responsibilities

routine office duties such as phone triage, meeting and travel arrangements, copying, meeting scheduling, agenda/minute preparation and other assigned office needs for assigned locations
Assigned projects including but not limited to: Division sponsored education (ex. Clinical conference), new procedures, expansion projects (internal/external) and CME events (ex: education sponsorship, visiting professor series, GUT Club).
Represents the division at meetings, events and trainings
Covers administrative staff tasks when needed to ensure operational efficiency and success
In collaboration with Senior Financial Analyst and Nursing Leadership develops and maintains: Inventory management systems for ordering and tracking
Primary point of contact for Inventory request system and processing
Furnishes division reports and information associated with supply and inventory as requested for the development of strategic objectives and budgets
Completes monthly reconciliation division financials to include but not limited to inventory and supply requests
Assists with business improvement planning as assigned
Assists with budget review and development
Assists with capital submissions and tracking
Primary responsibility for weekly, bi-weekly and monthly time keeping for Sawgrass Nursing
In collaboration with Senior Financial Analyst ensures timely and accurate time reporting for division and assigned locations
Assists with development and tracking of faculty time
Responsible for monthly on-call / service schedules, faculty, APP and administrative time off calendar, educational and conference schedules
Faculty Credentialing/Appointment: Division interface with the Chair of Medicine's Office for all faculty appointments, hospital privileging, and payer credentialing
Ensure completion of all requirements for timely appointments renewals, re-privileging, and re-credentialing associated with faculty re-appointments
Provides support for onboarding new faculty, interviewing, contracts/recruitment, faculty appointment, hospital privileging, and payer credentialing
Supports seasonal departmental and divisional activities and initiatives
Performs administrative duties as needed to support departmental and division goals and objectives