Administrative Coordinator III

University of Rochester•Town of Henrietta, NY

2d•$19 - $27•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 involves managing calendars, scheduling meetings, and coordinating travel arrangements. The Administrative Coordinator III will also prepare and edit documents, presentations, and reports, and handle correspondence via email, mail, and phone. Maintaining filing systems, ensuring document organization and confidentiality, and modifying/recording data are key responsibilities. This position works closely with the department team, organizes relevant data, and serves as a departmental point of contact for specific tasks. Communication with other departments and external entities is managed through answering phones, monitoring email inboxes, and distributing notices. The role provides general office backup, including assistance with payroll, billing, and reimbursements. A comprehensive understanding of the department's database, policies, and norms is required for efficiency. Assistance in planning and executing departmental projects and events is also expected, along with other duties as assigned.

Requirements

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

Responsibilities

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.
Manages calendars, schedules meetings, and coordinates travel arrangements.
Prepares and edits documents, presentations, and reports.
Handles correspondence, including email, mail, and phone communications.
Maintains filing systems and ensures document organization and confidentiality.
Modifies and records data, and runs pre-built reports.
Works closely with the department team.
Organizes relevant data for given department.
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.
Provides general office backup, including assisting with payroll, billing, and reimbursements as needed.
Maintains a comprehensive understanding of the respective database, policies, and norms to ensure efficiency in in the department.
Assists in planning and executing departmental projects and events.
Other duties as assigned.