Administrative Coordinator III

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:

400083 Pediatrics M&D Cardiology

Work Shift:

UR - Day (United States of America)

Range:

UR URG 104 H

Compensation Range:

$19.04 - $26.63

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 Administrative Coordinator assists with day-to-day operations for the Division of Pediatric Cardiology, Department of Pediatrics. With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills. Coordinates clinical conference information, cardiac catheterization scheduling and prior authorizations, weekly reporting, and financial and general administrative support for division operations.

ESSENTIAL FUNCTIONS

Conference Management

• Creates and distributes weekly Clinical Management conference patient discussion lists. Coordinates clinical patient profiles for complex congenital heart disease cases reviewed by regional pediatric cardiologists, electrophysiologists, interventionalists, surgeons, intensivists, and anesthesiologists. Compiles clinical information and diagnostic studies from Buffalo and Syracuse practices, off-site affiliations including Arnott and RRH, surgeons’ offices, and eRecord, SyngoDynamics, eView, and Muse. Information supports decisions on the need and timing of diagnostic or surgical intervention. Maintains the shared-drive outreach patient tracking spreadsheet for external information and images. Confirms complete image uploads into SyngoDynamics and contacts affiliations about missing or incomplete studies. Maintains organized files in accordance with HIPAA. Updates profiles and next conference dates after conference, saves files on the shared drive, and initiates required follow-up and distribution to the PCICU, cardiologists, and other appropriate recipients.

Cath Scheduling

• Schedules cardiac catheterization procedures through Snapboard in eRecord. Contacts patients or families with procedure dates and sends instruction letters. Initiates medical record numbers for outside patients as required. Routes clinical questions to Cath/EP Lab staff through eRecord messaging. Verifies prior authorization requirements with insurance companies, gathers supporting clinical information from eRecord, submits documentation, and manages the approval process from beginning to end.

Weekly Report

• Creates and distributes the weekly report for faculty review of patients before upcoming appointments or procedures. Retrieves and compiles patient exercise testing, inpatients, surgeries, and impending deliveries through eRecord and the Pediatric Cardiology SharePoint site. Emails the report and provides printed copies in the conference room.

Financial Management

• Assists with Service Invoice Requests, requisitions, employee expense and supplier requests in accordance with University procedures. Attends relevant UR Financials and procurement training. Provides backup Marketplace supply ordering.

General Secretarial and Area Maintenance

• Enters and maintains monthly on-call schedules in QGenda and updates communicated coverage changes. Emails birthday and medical service recognition notices; maintains emergency and division contact lists. Provides clinical area cross-coverage including appointments, phones, fax, and mail, and Administrative Assistant coverage as needed. Completes special projects and other duties as required.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• High School diploma or equivalent and 2 years of relevant experience required
• At least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision strongly preferred
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Advanced secretarial skills and the ability to act as a resource. Must be proficient in Microsoft Word and Excel. Requires excellent interpersonal, organizational, work team player and customer service skills. Demonstrates exceptional communication, prioritization, independent work, proactive problem resolution, and multitasking skills. Recommends and implements continuous process improvements. Requires familiarity with database management, SMH/SMD policies and procedures, and HIPAA privacy requirements; discretion and confidentiality; strongly preferred.
• Work experience in a clinical setting with proficiency in Epic (e-Record), Nuance PowerShare, eView and SyngoDynamics preferred. Experience with UR Financials (Workday), Adobe Acrobat, Powerpoint 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.