Department Coordinator IV Job at University of Rochester (Rochester)

Department Coordinator IV

University of Rochester

Location:
United States of America , Rochester

Category:
Office Administration

Contract Type:
Not provided

Salary:

21.36 - 29.90 USD / Hour

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Job Description:

The Department Coordinator IV serves as the operational and administrative backbone of the Family Planning Clinic, ensuring that patient access, clinic flow, and educational activities run efficiently and in compliance with institutional policies. This role supports a single, high volume clinical site that provides confidential, patient centered care to a diverse population, requiring discretion, professionalism, and cultural sensitivity. Working closely with clinical providers, learners, and leadership, the coordinator integrates scheduling, documentation, and program logistics to support safe, timely, and respectful reproductive healthcare delivery. The position plays a critical role in maintaining continuity of care, regulatory readiness, and a welcoming environment for patients and learners alike.

Job Responsibility:

Serve as the primary coordinator for Family Planning patient intake workflows, ensuring accurate distribution, tracking, and processing of all required documentation
Monitor documentation completeness and timeliness to support patient access, confidentiality requirements, and clinic efficiency
Act as a reliable point of contact for patients and clinical staff regarding intake status, scheduling questions, and administrative follow‑up
Maintain strict confidentiality standards when handling sensitive patient information
Maintain and optimize QGenda, Outlook calendars, and clinic scheduling templates for Family Planning providers and Generalists
Coordinate daily and future clinic schedules to balance patient demand, provider availability, and space constraints
Book and manage operating room (OR) cases for Family Planning procedures, including terminations and birth control services, ensuring accuracy, timeliness, and coordination with surgical services
Anticipate scheduling conflicts or capacity issues and proactively communicate adjustments to providers, surgical teams, and leadership
Ensure clinic and OR schedules, templates, and case bookings remain accurate, current, and aligned with operational priorities
Serve as the central hub for Family Planning educational logistics, supporting a mix of learners including residents, fellows, students, and advanced practice trainees
Orchestrate learner schedules, didactic sessions, and meetings to ensure educational activities run smoothly and remain aligned with clinic operations
Coordinate room bookings, materials, calendars, and communications related to educational programming
Maintain clear documentation and timelines to support compliance with educational requirements and accreditation expectations
Organize and track professional licenses, required trainings, and compliance documentation for clinical staff and learners
Coordinate reimbursement documentation and follow‑up in accordance with departmental and institutional procedures
Maintain organized records that support audit readiness and leadership review
Perform additional administrative or coordination tasks in support of clinic operations and departmental goals, as assigned

Requirements:

Associate’s degree preferred
Equivalent combination of education and administrative experience required
Demonstrated ability to maintain confidentiality in a clinical or sensitive service environment required
Strong organizational and time‑management skills with the ability to manage multiple priorities in a fast‑paced clinic setting required
Clear, professional verbal and written communication skills required
Ability to work collaboratively as part of an interdisciplinary healthcare team and interact respectfully with individuals from diverse backgrounds required
Proficiency in Microsoft Office and scheduling systems
ability to learn clinic‑specific applications required
Demonstrated reliability, attention to detail, and accountability for assigned responsibilities required

Additional Information:

Job Posted:
February 20, 2026

Employment Type:

Fulltime

Work Type:

On-site work

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