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: $18.65 - $26.11 _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:** GENERAL PURPOSE: The Administrative Coordinator assists with day-to-day operations for the Division of Pediatric Cardiology. With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties requiring highly advanced secretarial skills. **Required Competencies:** + Candidate should demonstrate strong exceptional communication skills. Demonstrates organizational skills, ability to efficiently prioritize assignments, ability to work independently, skill in proactively resolving problems and handling day to day customer service issues, and ability to multi-task in a fast-paced environment. + Must recommend and implement continuous process improvements. Must be familiar with database management, demonstrating a proficiency in MS Word and Excel spreadsheets for data charting. Requires excellent communication skill, situational analysis and outcome judgments requiring familiarity with SMH/SMD policies and procedures. Position requires sensitivity due to patient HIPPA privacy policy; discretion and confidentiality. **Qualifications:** + Requires two years of post-high school education in secretarial studies or the equivalent and at least 3 years of secretarial and office experience, including 1 year in a position which demonstrated the ability to work with minimum supervision. Requires 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. 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. **Supervised by:** + Administrative Assistant **Instructions received from:** + Administrative Assistant, Administrator, and Chief **Hours:** + 40 hrs./wk., + 8:00am – 4:30pm, + 30-minute lunch **Equipment:** + Computer, Phone, Printer/Fax/Scan, Photocopier **Responsibilities include, but are not limited to:** **40% – Conference Management** + Creates and distributes weekly Clinical Management conference patient discussion lists. + Clinical Management conference provides an opportunity for regional pediatric cardiologists to present their complex patients to a forum of regional experts (pediatric cardiologists, pediatric electrophysiologists, pediatric cardiac interventionalists, pediatric cardiac surgeons, critical care intensivists, and pediatric anesthesiologists) in all areas of care for patients with congenital heart diseases. + Coordinate and preparation of clinical patient profiles for patient(s) reviewed during conference. Information is critical for patient care decision-making that occurs during conferences (i.e., determining need and/or timing of diagnostic or surgical intervention). + Facilitate timely retrieval and compilation of patient care information and diagnostic studies from a variety of sources such as Buffalo, Syracuse Pediatric Cardiology practices, off-site affiliations Arnott, RRH, pediatric cardiovascular surgeons’ office, and multiple internal electronic clinical sources and software such as eRecord, SyngoDymamics, eView and Muse (if needed). Maintain tracking log of information images received from external sources and input in the s/drive outreach patient tracking information excel spreadsheet. All images receive are to be confirm that they downloaded completely in SyngoDynamics and if incomplete contact the affiliation. Maintaining an organized filing system and following all related HIPAA policies and procedures. + Review and initiate required follow-up and distribution of information determined during the conferences. Distributes post-conference information to the PCICU and cardiologists, and other area/individuals. **10% - Weekly Report** + Creates and distributes to attendees weekly Report for faculty to review. + Weekly Report provides an opportunity for our faculty to review our patients before their upcoming appointments or procedures. + Facilitate timely retrieval and compilation of patient exercise testing, inpatients, surgeries and impending deliveries via eRecord and Pediatric Cardiology SharePoint site for the report. + Distribute weekly report via email and make copies to bring up to our conference room for review by our faculty. **10% - Financial Management** + Review financial forms and enter into central encumbrance system (URGEMS) + Assist in submitting SIR (Service Invoice Request) and requisitions for goods and services + Assist in creating supplier request as needed to submit a one-time payment to a supplier who is inactive in workday and or individual per justification criteria choices stated that are acceptable as listed in workday + Attend all URFinancials meetings, P2P Procurement meetings, URGems training if available + Serve as backup for Marketplace supply ordering **30% - Cath scheduling** + Scheduling of cardiac catheterization procedures via Snapboard in eRecord. Contact insurance companies to verify if prior authorization is required and if needed, gather clinical information from eRecord to fax to insurance company and manage the approval process from beginning to end. Initiate new medical record numbers for Buffalo and Syracuse patients via eRecord as required. Triage patient phone calls regarding catheterization procedures to Cath EP Lab staff. **10% effort - General Secretarial and Area Maintenance** + Email monthly celebration notices birthday(s) and recognition of appreciation of medical service(s) + Update Division emergency contact and cardiology division contact list + Provides cross-coverage for clinical area including scheduling appointments, answering phones, fax and mail + Provide cross-coverage for the Administrative Assistant as needed + Special projects and other duties as required. **EOE Minorities / Females / Protected Veterans / Disabled:** 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. Notice: If you are a **Current** **Employee,** please **log into myURHR** to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. **Learn. Discover. Heal. Create.** Located in western New York, Rochester is our namesake and our home. One of the world’s leading research universities, Rochester has a long tradition of breaking boundaries—always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals At the University of Rochester, we commit to diversity, equity, and inclusion and united by a strong commitment to be ever better—Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.