Administrative Coord III (L)

University of Rochester • City of Rochester, NY

5d • $19 - $26 • Onsite

About The Position

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.

This role provides administrative support within a department, serving as the principal assistant to the Department Chair and others. Responsibilities include typing correspondence, reports, and other materials; conducting information retrieval and data entry; compiling, organizing, and maintaining records of business transactions; maintaining moderately complex indexes and files; opening, sorting, and routing incoming mail, answering correspondence, and preparing outgoing mail; maintaining and updating filing, inventory, mailing, and database systems; operating office machines such as photocopiers, scanners, voice mail systems, and personal computers; completing and mailing bills, contracts, policies, invoices, and checks; compiling, copying, sorting, and filing records of office activities; answering phones, directing calls, and taking messages. The position often provides work direction to lower-level support employees.

ESSENTIAL FUNCTIONS include providing department support, such as managing calendars, scheduling meetings, and arranging travel for the Chair and other faculty; screening and directing calls; attending meetings and taking minutes. It also involves coordinating and making all arrangements for Grand Rounds, Corner Society, and similar events, including CME credit registration, advance room reservations, travel and lodging arrangements for guest speakers, and communications promoting the events. The role initiates and submits all tasks in Workday for supplies, business expenses, travel, etc., and serves as the P-card holder for the department. Handling correspondence, including email, mail, and phone communications, and serving as the department point of contact for certain tasks are also key functions. Communication with departments and outside entities is managed by answering phones, monitoring central email inboxes, and distributing notices. Maintaining filing systems and ensuring document organization and confidentiality are crucial. A comprehensive understanding of policies and norms is required to ensure efficiency in the department. Other duties as assigned.

Requirements

• High School diploma or equivalent and 2 years of relevant experience required or equivalent combination of education and experience required

Nice To Haves

• Proficiency performing tasks in Workday (P2P); calendar management in Outlook; scheduling meetings via Zoom; scheduling travel; and utilizing Box preferred.

Responsibilities

• Provides administrative support within a department, in addition to serving as the principal assistant to the Department Chair and others.
• Types correspondence, reports, and other materials.
• Conducts information retrieval and data entry.
• Compiles, organizes, and maintains records of business transactions.
• Maintains moderately complex indexes and files.
• Opens, sorts and routes incoming mail, answers correspondence and prepare outgoing mail.
• Maintains and update filing, inventory, mailing and database systems.
• Operates office machines such as photocopiers and scanners, voice mail systems and personal computers.
• Completes and mails bills, contracts, policies, invoices and checks.
• Compile, copy, sort, and file records of office activities.
• Answers phones, direct calls and take messages.
• Often provides work direction to lower level support employees.
• Provides department support, including but not limited to managing calendars, scheduling meetings, and arranging travel for the Chair and other faculty; screening and directing calls; attending meetings and taking minutes.
• Coordinates and makes all arrangements for Grand Rounds, Corner Society, and similar events, including but not limited to CME credit registration and advance room reservations; travel and lodging arrangements for guest speakers and communications promoting the events.
• Initiates and submits all tasks in Workday for supplies, business expenses, travel, etc; serves as P-card holder for department.
• Handles correspondence, including email, mail, and phone communications.
• Serves as department point of contact for certain tasks.
• Communicates with departments and outside entities by answering phones, monitoring central email inboxes, and distributing notices.
• Maintains filing systems and ensures document organization and confidentiality.
• Maintains a comprehensive understanding of the policies and norms to ensure efficiency in the department.
• Other duties as assigned.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED