Department Coordinator IV at University of Rochester in Brighton, 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):

919 Westfall Rd, Bldg C Ste 100, Brighton, New York, United States of America, 14618

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400092 Neurology-Neuroimmunology

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

The unit manages 9 faculty members, 3 APPS, 3 nurses, 2 research coordinators, and up to 3 fellows. The Department Coordinator will encounter a variety of issues and work on a daily basis. They are required to function with minimal direction and considerable latitude for independent judgement. Responsible for managing ones time and following up on items/tasks as appropriate. Responsible for managing special projects. Responsible for managing the fellowship program. Will have regular interactions with Chief, Division Assistant Director, Faculty, and Staff and must communicate clearly with all levels of employees. Frequently identifies and expresses ideas and problem solving opportunities. Must understand University policies and procedures, analyze information and situations, and make judgements to facilitate outcomes.

ESSENTIAL FUNCTIONS

Administrative Support

• Anticipates the needs of the Division Chief/Director/Administrator, proactively addressing priorities, concerns, and preferences.
• Serves as a primary liaison, ensuring clear and appropriate communication between leadership, faculty, administrative staff, University officials, and external partners.
• Screens, evaluates, and prioritizes requests for action; gathers background information, responds directly when appropriate, or redirects to the appropriate parties.
• Provides high-level administrative support including drafting, reviewing, and editing correspondence, reports, presentations, and other materials for accuracy, consistency, and compliance.
• Maintains faculty CVs, publication records, and correspondence files.
• Tracks and manages faculty professional requirements including licensure, DEA, maintenance of certification, reappointments, memberships, and annual compliance updates.
• Supports divisional initiatives, recruitment efforts, and onboarding of new faculty.
• Undertakes special projects as assigned.
• Coordinates travel arrangements for faculty, staff, and guests, including itinerary preparation and expense processing.
• Manage conference room schedules

Fellowship Program Coordination

• Coordinates all aspects of fellowship programs in collaboration with GME and ACGME requirements.
• Participates in GME/ACGME meetings, trainings, and Neurology Fellowship Oversight Committee meetings.
• Manages fellowship recruitment, including developing timelines, coordinating interview dates, scheduling faculty and fellow participation, and preparing applicant communications.
• Plans and executes interview days, serving as liaison between applicants, faculty, fellows, and staff.
• Oversees onboarding and offboarding of fellows, including orientation and training coordination.
• Maintains and updates fellowship data and systems (e.g., ACGME ADS, MedHub, REDCap).
• Prepares and manages required reporting (ADS, APE, and other GME reporting).
• Maintains fellowship program websites and related materials.

Clinical Support

• Reviews clinical schedules to identify opportunities for improved efficiency and provider optimization.
• Triages calls and messages from patients and referring providers, ensuring timely resolution and appropriate routing.
• Serves as a liaison with the Access Center to support efficient scheduling workflows.
• Compiles and analyzes clinical and non-clinical data, producing organized reports and actionable insights.
• Researches and gathers medical record information for requests from physicians, patients, insurers, and legal entities.
• Manages incoming mail and communications for faculty and advanced practice providers, ensuring timely follow-up.
• Manages e-Record in basket tasks as well as the provider wait lists and recall lists.

Meetings & Event Coordination

• Plans, coordinates, and manages meetings, including scheduling, logistics, materials preparation, and minute-taking.
• Organizes special events, including faculty recruitment visits, guest speaker engagements, and divisional functions.
• Coordinates and distributes itineraries, seminar announcements, and event communications.
• Greets and assists visitors, candidates, and guest speakers.
• Plans and supports Neuroimmunology events-some taking place outside of normal business hours.

Education & On-Call Coordination

• Coordinates clinical rotations for residents, fellows, and medical students, including advance communication with faculty.
• Develops and maintains on-call schedules.

Supply Ordering

• Manages purchasing and financial processes, including P-Card reconciliation, purchase orders, payments, reimbursements, and requisitions.

Other Duties as Assigned

MINIMUM EDUCATION & EXPERIENCE

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

KNOWLEDGE, SKILLS AND 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
• Strong communication (including written communication) and interpersonal skills preferred
• Efficient with technology (computer, phones, pagers, etc.) and EMR preferred
• Self-motivated and organized preferred
• Ability to function in a fast paced environment preferred
• Time management skills necessary preferred
• A team player with the ability to work independently preferred
• 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.