GENERAL PURPOSE:

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 project support to the Senior Practice Manager, and 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.

JOB DUTIES AND RESPONSIBILITIES:

Strategic Projects and Operations – Independently identifies, 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.

Some examples of these projects include, but are not limited to:

• Organization and implementation of regional planning and scheduling impacting faculty clinic, OR, and IR scheduling and patient care.

• Panoramic oversight, monitoring and action planning of operational goals such as clinical efficiency with keen attention to identifying areas of opportunity, identification of necessary interdivisional guidelines and policies utilizing an interdisciplinary approach to clinical development.

• Space planning such as development of new clinical space

Continuous Process Improvement – Is responsible for identification and standardization of various administrative and interdisciplinary process improvement opportunities across Vascular’s 13 sites of service as well as between the Department of Surgery’s 12 Divisions with goals of:

• Reducing administrative and clinical process variation,

• Increasing training and communication of all faculty and staff

• Reduction of errors impacting patient care and staff satisfaction.

Additional duties:

• Partners with various departmental and regional leadership or designated stakeholders for process improvement efforts 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 Analytics and Coordination – Is responsible for the collection, interpretation, analysis and monitoring of ongoing Division metrics. Identification and recommendation of opportunities for growth and change including process development, policy and guidelines recommendations, and best practice identification.

HR Responsibilities – Supervises, coordinates and oversees the daily activities of the departmental float team as direct reports. Assigns floats to assist with various activities in different divisions. Interacts with all levels of department leadership on process improvement, standardization, and ensuring that needs are met. Identifies additional staffing needs as indicated by departmental demands. Organizes all HR duties including time keeping, performance management, hiring, and reviews for the team.

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.

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 at least nine (9) Division Faculty and ten (10) APPs as needed. Accountable for coordination of nonmedical supply ordering and maintaining appropriate par levels for all office and clinic (6) locations

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.

QUALIFICATIONS:

Required:

• Bachelor's degree and 3 years of experience in a business operation or administrative role

• Or equivalent combination of education and experience

• Adept at learning new technologies to perform data entry, manage calendars, and creating reports

• Proficient in Microsoft Office applications

• Strong time-management and organizational skills

• Excellent written and verbal communication skills

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $51,810 - $72,534 Annually

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.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
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