Department Coordinator IV, Center for Education

Pediatric Residency Program Administrative Support

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:

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 400079 Pediatrics M&D Admin

Work Shift: UR - Day (United States of America)

Range: UR URG 106 H

Compensation Range: $21.78 - $30.53

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:

Provide administrative support for the Center of Education with primary focus on the Pediatric Residency Program. This position deals with confidential matters, provides administrative support to the Pediatric Residency Leadership and residents. This includes time management, prioritizing competing demands and delegating matters as appropriate. Is a resource for residents, assisting with day-to-day office operations and resident inquires. This position requires daily interaction and communication with the residents, staff, and faculty on all levels. Plans, organizes, and manages events for all education programs.

Essential Functions:

General Administration of Pediatric Residency Program:

• Coordinates and delivers administrative support to the Program Director, Associate Program Directors, Chief Residents, residents, and Sr. Administrator.
• Maintains and edits resident schedules in Qgenda and MedHub. Assists Chief Residents with scheduling resident block experiences.
• Manages calendars for Program Leadership, including Directors and Administrators. This includes scheduling various academic meetings (semi-annual reviews, educational triads, exit interviews, etc.). for 4 Program Directors and 48 residents.
• Manages survey collection systems, such as REDCap, for recruitment, alumni relations, conferences, program evaluations, and projects as needed.
• Assists residency administrators with tracking and reporting required resident activities and compliance with program, GME, and ACGME requirements; provides data to program leadership.
• Manages alumni database and relations. Creates outcome data reports of residents' post-training activities and careers for department data collection and reporting.
• Serves as a primary point of contact for residents and provides general administrative support, including phone coverage and triage, responding to routine inquiries, directing questions and requests to the appropriate individual, and assisting residents with day-to-day administrative needs. Troubleshoots and resolves administrative resident issues as needed.

Operations:

• Manages day-to-day office operations for the Residency Program, including ordering and maintaining office supplies, organizing shared workspaces and materials, and ensuring necessary resources are available to support residents and program leadership.
• Serves as the primary coordinator for resident lunches, including ordering and coordinating meals, setting up the lunch space, receiving and delivering lunches, and completing post-lunch cleanup.
• Along with the Pediatric Residency team, plans, organizes, manages all events for the Pediatric Residency Program, including well-being events, intern retreat, senior retreat, recruitment events, and all other events which could comprise of over 300 attendees across 18 services lines.

Center for Pediatric Education:

• Assists Center for Pediatric Education with tasks similar to operational responsibilities listed above.
• Manages Center for Education space and supplies, along with other members of the team.Coordinates with service departments of the University and external vendors as necessary to ensure safety, productivity, and cleanliness.
• Provides administrative support for Center for Education travel and conference activities, including assisting with travel arrangements, conference registrations, coordination and reimbursements.
• Provides administrative support to pediatric fellowship programs as needed, including assisting fellowship administrators with scheduling, recruitment activities, special events, trainee documentation, evaluations, and other day-to-day program needs.
• Serves as a liaison between the Department of Pediatrics and the School of Medicine & Dentistry for pediatric electives and medical student experiences. Provides administrative support for electives, including assisting with scheduling and coordination, maintaining elective website information, communicating with faculty and students, and generating reports.

Other duties as assigned Minimum Education & Experience:

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Bachelor's degree preferred
• Or equivalent combination of education and experience

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
• Advanced secretarial skills strongly preferred.
• Team player with positive friendly attitude strongly preferred.
• Ability to research new technologies to improve workflow and efficiencies strongly preferred.
• Strong organizational skills with ability to prioritize duties and multi-task strongly preferred.
• Must demonstrate the IICARE values and maintain student confidentiality strongly preferred.
• Proficient in Microsoft Office (specifically in Word, Excel, and PowerPoint) and Adobe Systems (working with PDFs) strongly preferred.
• Experience with resident education, policy, procedures and regulations desired.
• Previous experience with GME systems, including MedHub, is plus.

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