Department Coordinator IV

As a community, 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:

500181 Social Work-Patient & Fam Svcs

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

The Interpreter Services Department Coordinator provides administrative support to the Associate Director of ASL Interpreter Services and Patient Care, the Associate Director of Spanish and Foreign Language Interpreters, and managers of Interpreter Services as needed. They complete all phases of the billing process, coordinate all language translations for UR Medicine and act as the liaison for all vendors including telephonic and document translation services (ordering, billing and consultation).

Essential Functions:

Administrative Support for Interpreter Services Managers and Leads 

• Administrative support for the Associate Directors and Leads, recommending agenda items for staff meetings when appropriate
• Coordinate meetings/conference rooms to include, but not limited to:
  • 1:1’s
  • Interviews
  • Interpreter Group Staff monthly meetings
• Attend meetings as needed
• Coordinate and provide support for special events
• Arrange conference and travel plans as needed
• Track daily Spanish pages for all staff members including overnight and weekend pages
• Track and provide CYRACOM and Language Line usage reports on a monthly basis
• Maintains “MOC” folder in Box updated with the necessary requested documents
• Update on a Quarterly basis the Language Assessment based on the report received from the Health Equity Task Force/Medical Staffing Office.
  • Email providers or colleagues to confirm 2nd language spoken
  • Schedule Language Assessment with Managers, Leads, CYRACOM, or Language Line
  • Update results and notify Supervisors
  • Maintain SharePoint Language Assessment folder with all current letters and results 

Coordinator of Interpreter Services Office

• Triage Interpreter Services In-Box
• Notify Interpreter Services Schedulers if a request comes through the In-Box needing attention
• Acknowledge Patient Care Interpreter requests
• Acknowledge patient communications
• Escalate communication as needed to appropriate manager/lead
• Collaborate with the URMC Parking about Interpreter Parking Passes and tag.
• Request pagers and cell phones for Interpreters.
• Resolve Interpreter malfunction equipment
• Orientation and onboarding material management
• Maintain and update the Interpreter Services SharePoint site.
• Maintain and order office supplies

Document Translations

• Coordinates document translations for UR Medicine departments. 
• Analyze department needs and assign a resource to fulfill document request.  
• Serves as a point of communication for both the requester and the translator.
• Manage Document Translation Log stored on SharePoint

Interpreter Services Billing System

• Manages the billing for UR Medicine Interpreter appointments requiring reimbursement (i.e. GRANTs reimbursement)
• Ensures proper documentation is attached to each appointment and resolves all issues, i.e. situations lacking documentation
• Ensure appointments are billed to the appropriate (CM)
• Independently investigates and resolves invoice disputes with third party vendors
• Collaborates with departments and Accounts Payable if payments are not processed in a timely manner
• Review and make necessary corrections for Interpreter Mileage/Conference Reimbursement forms, etc. before submitting for processing
• Vendor invoice resolution

CYRACOM and Language Line Liaison

• Serves as liaison for UR Medicine departments and vendor
• Coordinates the allocation of phones, iPads and carts
  • Works with ISD to secure iPads, phones, and carts
  • Maintain username and password log
• Coordinates with vendor the telephone order and return process
• Formulates and analyzes vendor usage data and develops reports, recommends cost-saving initiatives
• Installs Language Line phones/iPads and troubleshoots as necessary
  • Collaborate with ISD when unable to troubleshoot

Other Duties as assigned/needed

• Participate in Department Committees, including Lean Performance Improvement, recommending and implementing measurement processes
• Budget preparation/FY planning
• Journal entries
• General Financial department support for Interpreter Services program
• Administrative coverage for vacancies and cross coverage
• Other duties as assigned

Minimum Education & Experience:

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Or equivalent combination of education and experience

Knowledge, Skills & Abilities:

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
• Office procedures, database entry principles, customer service and public relations principles, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning required
• Ability to effectively communicate and interact, both verbally and in writing, with all people required
• Intermediate knowledge of hardware and software functionality preferred Bilingual in Spanish/English and interpreter experience in health care setting preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.