Administrative Skills, Billing, Budget Management, Budgeting, Business Administration, Business Continuity Planning (BCP), Business Operations, Calendar Management, Charge Capture, Clinical Support, Communication Skills, Data Analysis, Data Collection, Data Entry, Data Quality, Documentation, Embedded Systems, Epic Reporting, Expense Tracking, Financial Compliance, Genetics, Hospital, Knowledge Base, Leadership, Legal, Logistics, Maintain Compliance, Marketing Communications, Medicine, Microsoft Office, Onboarding, Operational Audit, Operational Strategy, Operations, Organizational Skills, Patient Care, Plan Meetings, Policy Implementation, Presentation/Verbal Skills, Process Improvement, Program Evaluation, Program Planning, Progress Reports, Project Planning, Regulatory Compliance, Reporting Skills, Revenue Growth, Social Media, Strategic Planning, Team Player, Time Management, Training/Teaching, Trend Analysis, Writing Skills
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:
910037 Med Hospital Medicine Div
Work Shift:
UR - Day (United States of America)
Range:
UR URG 107 H
Compensation Range:
$23.06 - $32.29
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:
This position provides high-level administrative support within the Division of Hospital Medicine. Responsible for administration and coordination of one or more subject matter programs within a department. Maintains policies and procedures of the program and support leaders with the communication of outcomes to stakeholders. This position is a required element in the Division's administrative and managerial support including clinical, educational, and research programs in the dual areas of strategic planning and daily business operations. Assists with meeting planning to ensure goals of the program are discussed. Collect feedback on the success and/or failure of certain projects and activities for further review. Assists with the creation and communication of marketing and communication materials, which may include working with a central resource. May assist with program budgeting and submitting expenses. This position carries responsibility for coordination and support of the administration of non-direct and direct patient care services within the Division of Hospital Medicine.
ESSENTIAL FUNCTIONS
Reporting, Projects & Support
- Assists in the development and execution of a departmental program, including planning, scheduling, and logistical support. Participates in program-related meetings, and following up on action items. Provides general administrative support to the program team as needed.
- Processes all one time payments in Workday for the entire division, including APP's, residents and faculty.
- Leading Downtime Planning along with HMD Division Chief for the institution, coordinating meetings to discuss and implement policies. Monitors and manages the admitting capacity of the inpatient workforce, adjusting assignments as needed.
- Monitors program activities and provides regular reports on progress towards goals and objectives. Completes reporting as required. Contributes to the evaluation and improvement of programs by gathering and analyzing data.
- Supports program marketing and communications efforts, including creating promotional materials and managing social media accounts.
- Coordinates with internal and external stakeholders to ensure smooth program operations.
Staff & Administrative Support
- Assists with the supervision and coordination of administrative support staff, including workflow organization, training support, and implementation of process improvements to enhance operational efficiency.
- Coordinates scheduling activities for faculty, staff, and program participants, including coverage assignments, vacation tracking, and calendar management to ensure continuity of operations. Participates in the plans and preparing of Master schedules faculty utilizing Qgenda.
Onboarding, Faculty Development & Data Collection
- Gathers, analyzes, and synthesizes operational, clinical, or programmatic data from multiple sources to identify trends, support reporting requirements, and inform leadership decision-making. Collects, validates, and provides data for faculty reporting, including EPIC charge capture reports to ensure billing compliance and maximize revenue.
- Provides administrative coordination for educational and professional development initiatives, including scheduling sessions, collecting required documentation, tracking attendance, and preparing reports for continuing education credit or compliance requirements. Oversees and coordinates the HMD Faculty Development program,
- Coordinates onboarding logistics for new hires or program participants, including scheduling interviews, preparing documentation, and facilitating orientation support.
Department Knowledge
- Maintains a strong knowledge base in given department field and contributes to the planning of projects and learning experiences. Assists with department initiatives and events.
- May assist in the preparation of program budgets, including tracking expenditures and ensuring compliance with financial guidelines.
- Other duties as assigned.
MINIMUM EDUCATION & EXPERIENCE
- Bachelor's degree required
- One year of experience in a business operation or administrative role required
- Or equivalent combination of education and experience
KNOWLEDGE, SKILLS AND ABILITIES
- Adept at learning new technologies to perform data entry, manage calendars, and creating reports required.
- Strong organizational and time-management skills required
- Excellent written and verbal communication abilities required
- Ability to work collaboratively in a team environment required
- Basic proficiency with Microsoft Office Suite and social media platforms required
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.