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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:

400137 Vascular Surgery

Work Shift:

UR - Day (United States of America)

Range:

UR URG 108

Compensation Range:

$51,810.00 - $72,534.00

Responsibilities:

With considerable latitude for independent decision making and judgment, manages high level operations of the Vascular Surgery Division with completion of complex projects. Provides high-level administrative support of a intricate and sensitive nature to the Sr. Director of Operations and to the Chief of Vascular Surgery. Additionally, provides administrative support to Faculty and APPs, along with project support to the practice management team. Effectively balances competing demands of the growing Vascular Surgery Division. Identifies and manages special projects on a regular basis, and organizes special functions as needed. Exercises discretion and confidentiality with sensitive information. Responsible for monitoring his/her own performance on assigned tasks. Performs duties while remaining sensitive to the cultural diversity of the University of Rochester Medical Center and those it serves.

ESSENTIAL FUNCTIONS

Strategic Projects and Operations – Independently manages, and ensures successful completion of special project work in collaboration with the local and regional Vascular Surgery Teams.  Because the Division spans all three components of the Medical Center and 13 regional sites of service with differing leadership structures, processes, and policies– there is a broad range of projects requiring accuracy, attention to detail, interaction with providers and staff throughout the institution, and timeliness. This role will:

• Identify and manage the entirety of the project
• Prioritize project requests based on determined or communicated urgency,
• Monitor and control activities of each phase of the project
• Assess needs and develop approaches to successful completion.
• Oversees the creation and distribution of program marketing and communication materials, including newsletters, brochures, and web content.

Continuous Process Improvement and data analytics: Is responsible for identification and standardization of various administrative and interdisciplinary process improvement opportunities across Vascular’s 13 sites of service

• Reducing administrative process variation
• Increasing training and communication between all faculty and staff
• Reduction of errors impacting patient care, staff, and patient satisfaction.

Additional duties:

• Assistance with compilation of department analytics for access and business improvement plans
• Partners with various departmental and regional leadership or designated stakeholders for process improvement, alignment, and initiation of efforts.
• Monitors and follows up on results to ensure successful roll out of endeavors.
• Commuicates and involves those of both administrative and clinical knowledge bases while maintaining ownership of the project and its progress

Division Coordination:

• Coordinates and directs program activities, including events, workshops, and training sessions, ensuring high-quality execution.
• Organizes data collection and processing to report on program/project/initiative performance and identify areas for improvement. Prepares comprehensive reports on program performance, including recommendations for future initiatives.
• Identification and recommendation of opportunities for growth and change including process development, policy and guidelines recommendations, and best practice identification.
• Accountable for coordination of faculty call calendars across multiple platforms and sites of service. Works with stakeholders to identify errors, issues, or changes. Responsible for updating changes to calendars as requested and coordinating all corresponding changes.
• Serves as backup for Practice Administrator and Residency Coordinator
• Creation and coordination of call pay for all faculty

Office management:

Proactively, independently and effectively manages the time and calendar of the Sr. Director of Operations and Chief of Vascular Surgery (understanding the importance of prioritizing their time against various demands), including the scheduling and coordination of weekly, monthly and quarterly meetings. Manages schedule conflicts; alerts both to urgent requests; on a daily basis anticipates calendar issues and mitigates same as needed.  Provides same coverage and back-up support to all Division Faculty and APPs as needed.  Accountable for coordination of nonmedical supply ordering and maintaining appropriate par levels for all office and clinic (6) locations

Finances and ledger management -- Accountable for tracking, organizing, and distribution of call pay. Manages and tracks expenses for travel and conference against allocated budget funds. Reviews office expenditures and budget balances in order to allocate expense appropriately based on available funds. Accepts financial responsibility for monthly ledger reconciliation for Vascular Surgery’s accounts, reviewing and reconciling charges with documentation for review by the Sr. Director of Operations. Investigates and resolves any irregularities within the ledgers.  Uses a P-card for appropriate office purchases and ensures compliance with University policies and guidelines.

Other duties as assigned – At times unexpected requests are made of the office.  In addition, deadlines sometimes cross each other and create a “crunch time” for members of the team.  Accordingly, may be asked to assume responsibilities or complete projects based on needs as prioritized by the Sr. Director of Operations and the Chief of Vascular Surgery.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree required
• 3 years of experience in a business operation or administrative role required
• Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
• Proficient in Microsoft Office applications required
• Strong time-management and organizational skills required
• Excellent written and verbal communication skills 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.