GENERAL PURPOSE:

The Department Coordinator IV coordinates and supports the Department of Surgery and Residency/Fellowship Program(s). Must demonstrate initiative, resourcefulness, independent prioritization of workflow, problem-solving skills, and must be sensitive to confidentiality. In addition to establishing and following processes and procedures that ensure timely workflow, the Department Coordinator IV will also participate in ongoing process improvement to enhance the trainee and faculty education initiatives in the Department. Must demonstrate the ICARE values, display professional attitude and appearance, exercise excellent judgment, act independently and require limited supervision.

JOB DUTIES AND RESPONSIBILITIES:

General Administration of Day-to-Day Operations of Residency/Fellowship Program(s) Coordinate and Deliver Support for Residency/Fellowship Program(s):

• Draft routine correspondence, distribute trainee mail daily, perform copying and scanning assignments, as needed.

• Assist the office with preparation for various education events through the year including but not limited to orientation, alumni reception, interview season, and graduation.

• Provide general assistance with other routine business, special events and/or special projects.

• Assist Residency/Fellowship Administrator(s) with didactics conference support on Thursdays, including conference attendance tracking, food ordering and set up/take down.

• Coordinate and provide administrative support to the Program Faculty, Supervisor, and/or Assistant Director of Education. Anticipate needs and prioritize tasks among competing demands within the Program(s).

• Assist with the development and maintenance of alumni database used alumni database for General Surgery Residency Program used for recording keeping, alumni newsletter, ACS annual reception for alumni engagement, surveys, and verification. Deliver and track annual alumni surveys.

• Main alpha numeric listing of all Department resident and fellows

• Order, receive, set-up, oversee and break down refreshments for recurring and special events, ensuring adherence with budget.

General Administration of Surgery Grand Rounds & Conference on Case Studies in Surgical Complications (M&M):

• Plan, schedule, and coordinate the Surgery Grand Rounds Lecture Series Schedule and Conference on Case Studies in Surgical Complications Lecture Series Schedule. Identify faculty to give Grand Rounds and obtain requests from faculty/chairman on visiting professors.

• Complete and process the mandatory RSS “Grand Rounds” Application and RSS “Conference on Case Studies in Surgical Complications” Application annually for submission, as well as the Quarterly Reports to ensure timely completion of necessary Grand Rounds documentation.

• Complete and process the mandatory Attendance Quarterly Report for CME/MOC credit four times per quarter for both lecture series.

• Prepare electronic evaluation form in Survey Monkey each week for distribution to faculty.

• Distribute weekly and monthly schedules to faculty/residents/ APP’s/Administrators.

Visiting Professors:

• Schedule hotel reservations

• Coordinate and schedule visiting professor dinner.

• Prepare detailed itinerary for visiting professor from arrival at the airport to departure.

• Process Grand Rounds documentation and W9 for visiting professor to complete and sign.

• Request and process visiting professor’s honorarium.

• Process visiting professor’s travel expenses in P2P system

Annual Visiting Professor Lectures:

• Proactively and efficiently organize and coordinate two annual visiting professorships’ dinners and lectures. The Annual James A. DeWeese, MD Visiting Professor Lecture is held in the spring.

• Schedule hotel reservations for esteemed visiting professors.

• Plan, organize, and manage the Schwartz and DeWeese dinner (70-75 guests).

• Plan, organize, and manage the VP lecture on Saturday morning in the Class of 62 Auditorium.

• Prepare detailed itinerary for visiting professor from arrival at the airport to departure.

• Process Grand Rounds documentation and W9 for visiting professor.

• Process W9 in P2P system for visiting professor’s honorarium.

• Process visiting professor’s travel expenses in P2P system

Faculty Development:

• Compile quarterly faculty educational metrics

• Tracking and completion of faculty evaluations for re-appointments

• Create annual faculty summary education reports

• Assist with faculty development events as needed

Coordination of Credentialing Process for Department:

• Responsible for completing and processing credentialing forms for current residents and alumni to various licensing agencies and multiple hospitals to assure timely and accurate completion.

• Facilitates the enrollment process for faculty, NPs and PAs with the MSO as needed for the Department of Surgery Billing Office.

• Prepares and sends any Medicaid/Medicare certification/revalidation forms for faculty, NPs/PAs and Medicare Railroad forms as needed.

• Revalidates CAQH every 120 days for the faculty, NPs/PAs.

• Maintains a file for each faculty, NP/PA with copies of enrollment materials.

• Keeps current an “on hand” a current snapshot file for each faculty, NP/PA for quick check of enrollment status or required information for enrollment.

• Reconcile billing ledgers for education accounts

Other duties as assigned

QUALIFICATIONS:

• Associate’s degree or equivalent combination of education and experience.

• At least 2 years of progressively responsible experience in administrative support.

• Strong organizational, interpersonal, and technical skills.

• Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures.

• Proficiency with Microsoft Suite, virtual collaboration tools, Adobe, and others.

• 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.

• Must be able to handle multiple competing demands and prioritize and adhere to deadlines in a fast-paced environment.

• Must have reliable/efficient transportation.

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: Strong Memorial Hospital
Full/Part Time: Full-Time
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