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):

135 Corporate Woods, Suite 200C, Rochester, New York, United States of America, 14623

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500912 Primary Care Administration

Work Shift:

UR \- Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21\.36 \- $29\.90

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:

The Primary Care Network (PCN) comprises over 40 practice locations, performs over 500,000 visits annually, and cares for more than 250,000 patients.

With more than 200 faculty and APPs and 40\+ practice locations, the Primary Care Network (PCN) has 4 medical directors, who, along with the PCN director, are responsible for operations, quality, patient experience, and population health.

This role will serve three primary functions. First, it will provide executive\-level administrative assistance to the medical directors with minimal direction and latitude for independent judgment. This will include processing highly confidential information.

Second, this position will provide administrative support for clinician recruitment, including scheduling interviews and managing travel logistics. It will also provide concierge\-like support to incoming candidates to promote a positive impression. Additionally, this position will collect, tabulate, and synthesize faculty assessments of candidates.

Third, this role will support the Transition to Practice education and training program for newly hired APPs.

ESSENTIAL FUNCTIONS

Provide Executive Level Support to Medical Directors.

• This position supports four medical directors.
• Provide administrative support for special events (spring dinner, malpractice seminars, departmental mixers). This includes assessing venues, scheduling space, ordering food, managing invitations, coordinating with guest speakers, etc.
• Manage special projects – coordinate meetings of stakeholders, prepare presentations and manage travel for faculty.
• Help with survey design preparation and fielding.
• Prepare agendas, take and distribute meeting minutes.

Manage Clinician Recruitment

*General*

• Track the status of all clinician candidates (APP and Faculty) and their associate medical director assignments.
• Take minutes of recruitment team meetings.
• Ensure tight coordination with the UR Regional Recruitment Team.
• Request information from the candidates’ references.
• Assist with faculty job postings.
• Coordinate activities with Immigration team when visas are required

*General Cont.*

• Communicate regularly with candidates to answer questions
• Collaborate with the faculty credentialing and medical staff liaison.

*Coordinate applicant visits.*

• Schedule applicant visits.
• In conjunction with the Medical Director, schedule all interviews and practice visits.
• Make candidate travel arrangements.
• Support/coordinate candidate meals when in town (i.e. recruiting dinners with practices)
• Check in with all applicants by phone upon arrival.
• Arrange for special needs (meetings with Benefits, realtor, information about schools, etc.).
• Manage the medical director’s schedule.
• Provide administrative support for special events (spring dinner, malpractice seminars, departmental mixers).
• Assist in arrangements for recruitment events.

*Coordinate offer letters*

• Create an offer template summarizing offer details (salary guarantee, title, effective dates, etc.)
• Track offer letter preparation by the Office of Counsel.
• Update the medical director on the offer letter status.
• Obtain approvals for the final offer letter.

Provide Support to the Transition to Practice Program

• Coordinate and schedule didactic sessions
• Organize and communicate with preceptors and presenters
• Coordinate scheduling/reminders with the APPs, presenters, and moderators
• Assist APP manager with special projects

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 AND ABILITIES

• Proficiency with Microsoft Suite, , 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 Survey Monkey 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.