Administrative Coordinator III

University of Rochester•Rochester, MN

1d•$19 - $27•Onsite

About The Position

The Administrative Coordinator III provides administrative and office support for the United Business Office. The role prepares correspondence, reports, presentations, and other materials; retrieves and enters information; maintains business records, filing systems, databases, and inventories; and supports department communications and general office operations. The coordinator works closely with the department team, serves as a point of contact for designated tasks, and may provide work direction to lower-level support employees. The position manages calendars, meeting schedules, and travel arrangements; maintains organized and confidential documents; modifies and records data and runs pre-built reports; and helps plan and execute departmental projects and events. It also provides backup assistance with payroll, billing, and reimbursements as needed. The role requires a comprehensive understanding of relevant databases, policies, and procedures to support department efficiency. Other duties may be assigned.

Requirements

High school diploma or equivalent and 2 years of relevant experience, or an equivalent combination of education and experience.
Ability to maintain a comprehensive understanding of relevant databases, policies, and norms.

Responsibilities

Types correspondence, reports, and other materials; prepares and edits documents, presentations, and reports.
Conducts information retrieval and data entry; modifies and records data and runs pre-built reports.
Compiles, organizes, and maintains records of business transactions and office activities.
Maintains moderately complex indexes, files, filing systems, inventory, mailing systems, and databases, ensuring document organization and confidentiality.
Opens, sorts, and routes incoming mail; answers correspondence and prepares outgoing mail.
Operates office machines and systems, including photocopiers, scanners, voice mail systems, and personal computers.
Completes and mails bills, contracts, policies, invoices, and checks.
Answers phones, directs calls, takes messages, monitors central email inboxes, and distributes notices.
Manages calendars, schedules meetings, and coordinates travel arrangements.
Communicates with departments and outside entities and serves as the department point of contact for designated tasks.
Provides general office backup, including assisting with payroll, billing, and reimbursements as needed.
Works closely with the department team and organizes relevant data for the department.
Maintains a comprehensive understanding of relevant databases, policies, and norms to support department efficiency.
Assists in planning and executing departmental projects and events.
May provide work direction to lower-level support employees.
Performs other duties as assigned.