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:

500233 CVSL Outpatient ACG & CC

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

Provides comprehensive administrative, operational, and programmatic support to Clinical Program Medical Directors, senior Clinical Administrators, faculty, staff, trainees, and visitors within the Division of Cardiology. Coordinates a broad range of administrative functions, including scheduling, communications, office operations, facilities coordination, onboarding activities, meeting and event logistics, and departmental support services. Serves as a primary administrative liaison and resource for internal and external stakeholders, facilitating efficient day-to-day operations and ensuring timely resolution of administrative, operational, and program-related needs. Maintains departmental records, supports compliance and organizational initiatives, and contributes to a professional, organized, and service-oriented environment across multiple clinical and administrative programs.

Essential Functions:

Administrative Support:

• Provides administrative assistance to Clinical Program Medical Directors, senior Clinical Operations Administrators, faculty members, students, trainees, and visitors. Coordinates and responds to administrative requests from internal and external stakeholders.
• Serves as a primary administrative resource and liaison for providers, faculty, staff, trainees, visitors, and external partners, triaging inquiries and requests, directing issues to appropriate resources, and ensuring timely follow-up and resolution.
• Coordinates non-clinical components of onboarding and offboarding activities, including ordering supplies, business cards, lab coats, office keys, photographs, badge/swipe access, workstation setup, office moves, welcome materials, office clean-outs, office signage, nameplates, and other onboarding-related needs.
• Greets visitors to administrative offices, answers phones, and responds to a wide range of inquiries from the public, University officials, hospital administration, faculty, students, and staff. Prioritizes requests and ensures timely follow-up.
• Coordinates facilities-related requests, maintenance issues, office operations needs, equipment repairs, copier/printer service requests, Information Systems and Information Technology support requests, Environmental Services concerns, and procurement of office and program supplies through approved vendors.
• Coordinates the ordering, inventory management, distribution, and stocking of office supplies, printer paper, breakroom supplies, coffee service, commonly used forms, Amazon purchases, and other routine administrative materials.
• Maintains office directories, shared resource areas, departmental postings, flyers, announcements, and other administrative communications.
• Ensures offices, conference rooms, common areas, and shared workspaces remain organized, appropriately equipped, and in good standing; coordinates with Environmental Services and other support departments to address facility-related concerns.
• Maintains confidential files, records, and sensitive departmental information in accordance with organizational policies.
• Performs general administrative and secretarial duties for the Cardiology program, including obtaining, sorting, routing, distributing, and tracking incoming and outgoing mail, interoffice correspondence, packages, and faxes; maintaining files; ordering supplies; and serving as a departmental receptionist.

Scheduling:

• Assists with arrangements for faculty speaking engagements for symposiums, conferences, meetings, interviews, and other professional events when needed.
• Coordinates candidate interviews for all levels of staff, including physicians, advanced practice providers, administrative staff, and support personnel when needed.
• Prepares and distributes agendas for meetings; reserves meeting spaces; coordinates travel, lodging, catering, refreshments, room setup, attendance tracking, and logistical arrangements for internal and external providers, visitors, and departmental meetings when needed.
• Schedules conference rooms by request for Cardiology and coordinates meetings, including sending agendas, materials, attendance tracking, RSVP management, and logistical support. Assists with scheduling and rescheduling Cardiology Administration meetings as needed.
• Assists with coordinating calendars to accurately reflect service assignments, call schedules, research activities, outreach commitments, time-off requests, fellow and resident rotations, and other provider scheduling needs for senior Clinical Medical Directors within Cardiology.
• Assists leadership with management of provider service rotations, coverage schedules, and time-away requests.
• Processes requests for observation, shadowing, and experiential learning opportunities for students, residents, fellows, and external observers.

Communication:

• Processes, composes, and distributes routine, non-routine, and confidential correspondence. Gathers necessary information and drafts important communications on behalf of departmental leadership.
• Prepares, distributes, and maintains letters of recommendation, guest speaker correspondence, advancement documentation, donation-related communications, mass mailings, and other professional correspondence.
• Assists with creation, editing, distribution, and maintenance of program newsletters and other internal and external communications.
• Maintains master phone contact lists, departmental phone trees, and office closure messaging in collaboration with Information Technology and operational leadership.
• Coordinates provider and staff contact information updates and supports regional team communication initiatives as needed.
• Provides coverage for individual who manages AHF provider folders, obtains signatures, and maintains RightFax workflows for items requiring review and signature.
• Coordinates professional recognition initiatives, including Physician Week, Nurse Practitioner Week, Administrative Professionals Day, and other employee recognition programs.

Miscellaneous Program:

• Assists with regulatory compliance activities, audits, and program documentation requirements.
• Coordinates regional meetings and supports team collaboration and communication efforts across multiple locations.
• Maintains departmental records and databases, ensuring accuracy, completeness, and confidentiality.
• Serves as an administrative liaison between providers, trainees, leadership, and external stakeholders to facilitate efficient program operations.
• Assists with visitor logistics for Cardiology guests, faculty candidates, leadership meetings, and other departmental visitors.
• Supports departmental operations by coordinating office resources, facilities needs, and administrative processes that promote an efficient, professional, and welcoming work environment.

Other duties as assigned

Minimum Education & Experience:

• Associate’s degree required
• At least 3 years of progressively responsible experience in administrative support required;
• or equivalent combination of education and experience required

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 stakeholders required
• Intermediate knowledge of hardware and software functionality 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.