Department Coordinator IV

The University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

• Job Location (Full Address): 601 Elmwood Ave, Rochester, New York, United States of America, 14642
• Opening: Worker Subtype:
  Regular
• Time Type: Full time
• Scheduled Weekly
  
  Hours:
  
  40
• Department: 500822 Womens Health Practice
• Work Shift: UR - Day (United States of America)
• Range: UR URG 106 H
• Compensation Range: $21.36 - $29.90

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.

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.

• Patient Intake, Documentation & Clinic Workflow Management
  • 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.
• Scheduling & Clinical Operations Coordination
  • 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.
• Education, Learner & Program Logistics Support
  • 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.
• Credentialing, Training & Administrative Tracking
  • 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…