Administrative Coord III

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Job Location (Full Address):

275 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:
Regular

Time Type:
Full time

Scheduled Weekly Hours:
40

Department:
500053 SMH Hematology/Oncology Admin

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

Range:
UR URG 104 H

Compensation Range:
$19.04 - $26.63

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:

The Administrative Coordinator III provides administrative and operational support to faculty within the Division of Hematology and Oncology at Wilmot Cancer Institute. Primary responsibilities include coordinating faculty clinical schedules and coverage, supporting academic and research activities, organizing meetings, and managing daily administrative operations. The position requires independent judgment, strong organizational and communication skills, and the ability to proactively identify scheduling conflicts, communicate changes, and escalate coverage concerns to appropriate leadership to support effective divisional operations.

ESSENTIAL FUNCTIONS

- Create, coordinate, and maintain faculty service assignments and provider schedules. Review and enter out-of-office requests received through Teams; verify conflicts against service commitments; maintain accurate scheduling records and track changes throughout the year.
- Develop and maintain on-call, inpatient, and consult service schedules, including academic-year planning and seasonal service assignment cycles. Enter and update provider assignments in QGenda, request addition of new providers, and maintain supporting on-call and consult documentation.
- Coordinate scheduling communications and coverage continuity. Review the triage schedule daily; communicate swaps, service assignments, and changes with chief fellows, consult coordinators, faculty, Action Telephone, UR Communications, and the WCI Triage Team. Issue weekly on-call reminders, identify coverage gaps, and escalate unresolved matters for clinical leadership decisions.
- Maintain divisional mailroom and supply operations. Organize and clean mailroom areas, update mailboxes and distribution lists, monitor supply inventory, place floor and kitchen supply orders, and coordinate white-coat follow-up.
- Provide financial and faculty administrative support. Route invoices for reconciliation; assist with faculty reimbursement submissions; coordinate administrative aspects of faculty departures, including scheduling transitions and coverage follow-up.
- Support faculty and divisional meetings, prepare and distribute administrative meeting minutes, participate in UR Stars champion activities and required training, and provide meeting coverage and cross-coverage for administrative colleagues as needed. Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

- High School diploma or equivalent and 2 years of relevant administrative experience required
- Or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

- Demonstrated accuracy in complex scheduling and record maintenance; ability to create and update service assignments, identify conflicts, exercise independent judgment within established policies, and communicate clearly with faculty and clinical teams preferred.
- Proficiency with Microsoft Office and Teams; ability to learn QGenda and institutional systems; confidentiality, prioritization, and follow-through preferred.
- Experience with clinical scheduling or QGenda preferred.

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