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):

220 Hutchison Rd, Rochester, New York, United States of America, 14620

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500181 Social Work-Patient & Fam Svcs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

With great latitude and the expectation to exercise independent judgment; serves as the Department Coordinator to the Adult/Med-Surg/ED Social Worker Director, the Pediatric/OB-GYN/Gender Wellness Social Work Director and select Senior Social Workers. This position supports any administrative needs for the Guest Services Managers and the Associate Director of RN Acute Care Coordinators as well as the Manager of the Communications Center (as needed). Will serve as backup Administrative Assistant to the Senior Director of Social Work and the Administrative and Finance Directors of Social Work and Patient & Family Services. Essential to the position are strong communication, organization, computer, financial, detail, confidentiality and interpersonal skills, and the ability to make independent decisions when dealing with complex issues or concerns.

Essential Functions:

ADMINITRATIVE SERVICES

• Manage support for two Directors, one Associate Director, two Managers, and Director’s staff as required; Coordinates staff training registrations and licensing payments; Coordinates events for all supporting departments and the Cancer Center Support Groups.
• Develop and design forms, reports, tables, flyers, PowerPoint presentation.
• Manage and track Patient Care Resources; Manage Telecommunication services (pagers, mobile phones, desk phones and voicemail) for staff under multiple accounts.
• Identify and recommend equipment needs; negotiate with vendors; and purchase equipment for projects/patient needs.
• Coordinate catering for different events and meetings for RN Acute Care Coordinators, Guest Services, and Social Work staff.
• Manage additional responsibilities as assigned.

SCHEDULING MANAGEMENT

• Coordinate and schedule candidate interviews for the different programs as necessary.
• Create, maintain and post Social Work On-Call Schedules, Peds/Perinatal weekend coverage schedules, and RN Acute Care Coordinators Team Schedules.

FINANCIAL MANAGEMENT

• Complete and ensure accurate F-3 Expense reports for staff reimbursements and upload them to Workday for payment distribution.
• Manage supplies and services for the outreach teams: office supplies, RTS bus passes; brochures, and meal vouchers for multiple accounts
• Complete requisitions for 30-day parking (SPARK) passes for multiple accounts.
• Responsible for ensuring Patient Care Resources are fulfilled and proper documentation has been received for Audit purposes.
• Procurement card purchases for multiple departments and reconciles procurement card transactions in Workday.

DATA MANAGEMENT

• Manage, Log and maintain data systems via Redcap for Child Protective Services (CPS).
• Log all CPS reports (LDSS-2221A).
• Produce quarterly and end of fiscal year reports.
• Maintain programmatic reports, and facilitation of statistical reports for CPS.
• Organize and file confidential CPS reports by month/year and retention.

Additional duties

• Provides coverage for both Reception desks in Social Work and Care Management.
• Attend staff meetings as required.
• Serves as a backup Administrative Assistant to Senior Director and Administrative and Finance Directors of Social Work and Patient & Family Services.
• Assist in coordination with events for Social Work and Patient & Family Services Programs.
• Manage additional responsibilities as assigned.

Minimum Education & Experience:

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Or equivalent combination of education and experience
• The individual must have excellent interpersonal/customer service skills, able to demonstrate consistently the ICARE behaviors, administrative support and process improvement. 

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 people required
• Intermediate knowledge of hardware and software functionality preferred
• Able to maintain a high level of confidentiality 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.