Administrative Coordinator III

UR Ventures

. Assist with day-to-day operations for the Division of Pediatric Cardiology, Department of Pediatrics .

Posted 11/6/2026full-timeRochester • New York • United StatesJuniorMid-Level💰 $19 - $27 per hourWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates advanced secretarial skills and proficiency in Microsoft Office applications, particularly Word and Excel, while maintaining compliance with HIPAA regulations. Capable of managing clinical information, coordinating patient procedures, and providing exceptional customer service in a clinical setting.

Highest-signal resume keywords

Advanced Secretarial SkillsProficiency In Microsoft WordProficiency In Microsoft ExcelClinical Setting Experience With EpicFamiliarity With HIPAA Privacy Requirements

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Database ManagementClinical Information CompilationPatient TrackingInsurance Prior AuthorizationScheduling ProceduresReport CreationInvoice RequestsRequisition ManagementEmergency Contact MaintenanceProcess Improvement Implementation

Soft Skills

Excellent Interpersonal SkillsOrganizational SkillsTeamworkExceptional CommunicationProactive Problem ResolutionMultitasking

Tools & Technologies

Epic (e-Record)Nuance PowerShareEViewSyngoDynamicsUR Financials (Workday)Adobe AcrobatPowerPointSnapboardQGendaPediatric Cardiology SharePoint

Industry Keywords

HIPAA CompliancePediatric CardiologyClinical ManagementPatient Care CoordinationOffice Administration

About the role

Key responsibilities & impact

Assist with day-to-day operations for the Division of Pediatric Cardiology, Department of Pediatrics
Perform routine and non-routine duties requiring highly advanced secretarial skills with minimum direction and considerable independent judgment
Create and distribute weekly Clinical Management conference patient discussion lists
Coordinate clinical patient profiles and compile clinical information and diagnostic studies from affiliated practices, surgeons’ offices, and clinical systems
Maintain shared-drive outreach patient tracking spreadsheets and confirm complete image uploads
Maintain organized files in accordance with HIPAA and initiate conference follow-up and distribution
Schedule cardiac catheterization procedures through Snapboard in eRecord
Contact patients or families with procedure dates and send instruction letters
Initiate medical record numbers for outside patients and route clinical questions to Cath/EP Lab staff
Verify insurance prior authorization requirements, submit supporting documentation, and manage approvals
Create and distribute weekly reports for faculty review
Retrieve and compile patient testing, inpatient, surgery, and delivery information through eRecord and Pediatric Cardiology SharePoint
Assist with service invoice requests, requisitions, employee expenses, and supplier requests
Attend UR Financials and procurement training and provide backup Marketplace supply ordering
Maintain monthly on-call schedules in QGenda and update coverage changes
Maintain emergency and division contact lists and send recognition notices
Provide clinical area cross-coverage for appointments, phones, fax, mail, and administrative assistant duties
Complete special projects and other assigned duties

Requirements

What you’ll need

High School diploma or equivalent and 2 years of relevant experience required
At least 3 years of secretarial and office experience, including 1 year in a position demonstrating ability to work with minimum supervision strongly preferred
Equivalent combination of education and experience accepted
Advanced secretarial skills
Proficiency in Microsoft Word and Excel
Excellent interpersonal, organizational, teamwork, and customer service skills
Exceptional communication, prioritization, independent work, proactive problem resolution, and multitasking skills
Ability to recommend and implement continuous process improvements
Familiarity with database management, SMH/SMD policies and procedures, and HIPAA privacy requirements strongly preferred
Clinical setting experience with proficiency in Epic (e-Record), Nuance PowerShare, eView, and SyngoDynamics preferred
Experience with UR Financials (Workday), Adobe Acrobat, and PowerPoint preferred
Discretion and confidentiality

Benefits

Comp & perks

Full-time regular employment
40 scheduled hours per week
Day shift
Inclusive and welcoming workplace culture
Non-discrimination protections and equal employment opportunity