Admin Coordinator III

About This Role

This administrative coordinator role provides essential operational support to the Office of Patient Experience and ICARE Commitment. The coordinator is a primary point of contact for various stakeholders, manages the UR Stars recognition program, and supports departmental projects and events. The role suits an organized individual capable of balancing multiple requests and deadlines.

Responsibilities

• Provide administrative and operational support to the Office of Patient Experience and ICARE Commitment
• Assist in coordination of day-to-day office functions, recognition activities, and departmental workflows
• Serve as a primary point of contact for internal staff, patients, families, vendors, and committees
• Respond to inquiries, monitor shared inboxes, route requests, and maintain timely and accurate communication related to Patient Experience and ICARE initiatives
• Independently manage core components of the UR Stars recognition program
• Process patient and family submissions
• Respond to data and reporting requests
• Coordinate badge pulls and materials
• Troubleshoot issues in collaboration with internal partners and vendors
• Support the planning and execution of departmental projects, meetings, and events
• Manage calendars, prepare materials, coordinate logistics, take minutes, and maintain organized records and documentation
• Perform document preparation, proofreading, data entry, and reporting while ensuring confidentiality, accuracy, and adherence to institutional policies
• Use judgment and prioritization to balance multiple requests and deadlines
• Resolve routine issues and provide guidance or task direction to any student employees
• Serve as a department point of contact for assigned functions by answering phones, monitoring shared inboxes, routing inquiries, and distributing notices
• Support dissemination of Patient Experience and ICARE materials to URMC staff
• Provide general office backup including assistance with payroll, billing, reimbursements, inventory, and mailing systems as needed
• Coordinate and manage Patient and Family Member entry into the UR Stars recognition program for the medical center
• Independently respond to report requests, data inquiries, and program-related questions with minimal oversight
• Manage calendars, schedule meetings, coordinate logistics, prepare and edit documents, presentations, and reports
• Handle correspondence including email, mail, and phone communications while maintaining document organization and confidentiality
• Assist with planning and execution of departmental projects and events, including Patient Experience, ICARE, and recognition-related activities
• Complete associated administrative and logistical tasks
• Serve as a primary departmental point of contact between the Department of Patient Experience and ICARE Commitment and external vendors
• Coordinate orders, timelines, and issue resolution
• Provide departmental proofreading and quality review of documents and print materials
• Frequently compose and type correspondence
• Take minutes and maintain records for departmental and cross-functional committees as assigned
• Modify and record data, run pre-built reports, and organize information to support departmental initiatives
• Maintain a working knowledge of departmental databases, policies, workflows, and institutional norms
• Perform other duties as assigned

Requirements

• High School diploma
• 2 years of relevant experience
• Or equivalent combination of education and experience
• Proficiency in Microsoft Outlook, Word, and Excel

Important Details

• Scheduled Weekly Hours: 40
• Work Shift: UR - Day

About the Company

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values of equity, leadership, integrity, openness, respect, and accountability. The University is committed to setting the highest standards for how it treats each other to ensure its community is welcoming to all and is a place where all can thrive.