Department Coordinator IV at University of Rochester in Rochester, NY

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:

500822 Womens Health Practice

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

The Department Coordinator IV serves as the operational and administrative backbone of the Family Planning Clinic, ensuring that patient access, clinic flow, and educational activities run efficiently and in compliance with institutional policies. This role supports a single, high volume clinical site that provides confidential, patient centered care to a diverse population, requiring discretion, professionalism, and cultural sensitivity. Working closely with clinical providers, learners, and leadership, the coordinator integrates scheduling, documentation, and program logistics to support safe, timely, and respectful reproductive healthcare delivery. The position plays a critical role in maintaining continuity of care, regulatory readiness, and a welcoming environment for patients and learners alike.

ESSENTIAL FUNCTIONS

Patient Intake, Documentation & Clinic Workflow Management

• Serve as the primary coordinator for Family Planning patient intake workflows, ensuring accurate distribution, tracking, and processing of all required documentation.
• Monitor documentation completeness and timeliness to support patient access, confidentiality requirements, and clinic efficiency.
• Act as a reliable point of contact for patients and clinical staff regarding intake status, scheduling questions, and administrative follow‑up.
• Maintain strict confidentiality standards when handling sensitive patient information

Scheduling & Clinical Operations Coordination

• Maintain and optimize QGenda, Outlook calendars, and clinic scheduling templates for Family Planning providers and Generalists.
• Coordinate daily and future clinic schedules to balance patient demand, provider availability, and space constraints.
• Book and manage operating room (OR) cases for Family Planning procedures, including terminations and birth control services, ensuring accuracy, timeliness, and coordination with surgical services.
• Anticipate scheduling conflicts or capacity issues and proactively communicate adjustments to providers, surgical teams, and leadership.
• Ensure clinic and OR schedules, templates, and case bookings remain accurate, current, and aligned with operational priorities.

Education, Learner & Program Logistics Support

• Serve as the central hub for Family Planning educational logistics, supporting a mix of learners including residents, fellows, students, and advanced practice trainees.
• Orchestrate learner schedules, didactic sessions, and meetings to ensure educational activities run smoothly and remain aligned with clinic operations.
• Coordinate room bookings, materials, calendars, and communications related to educational programming.
• Maintain clear documentation and timelines to support compliance with educational requirements and accreditation expectations.

Credentialing, Training & Administrative Tracking

• Organize and track professional licenses, required trainings, and compliance documentation for clinical staff and learners.
• Coordinate reimbursement documentation and follow‑up in accordance with departmental and institutional procedures.
• Maintain organized records that support audit readiness and leadership review.

Other Duties as Assigned

• Perform additional administrative or coordination tasks in support of clinic operations and departmental goals, as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Associate’s degree preferred
• Equivalent combination of education and administrative experience required.

KNOWLEDGE, SKILLS AND ABILITIES

• Demonstrated ability to maintain confidentiality in a clinical or sensitive service environment required.
• Strong organizational and time‑management skills with the ability to manage multiple priorities in a fast‑paced clinic setting required.
• Clear, professional verbal and written communication skills required.
• Ability to work collaboratively as part of an interdisciplinary healthcare team and interact respectfully with individuals from diverse backgrounds required.
• Proficiency in Microsoft Office and scheduling systems; ability to learn clinic‑specific applications required.
• Demonstrated reliability, attention to detail, and accountability for assigned responsibilities 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.