Administrative Coordinator III

University of Rochester•City of Rochester, NY

2d•$21 - $30

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. The Department Coordinator IV provides high-level administrative and program support within the Department of Environmental Medicine and Public Health. This role ensures the smooth operation of graduate and education programs, including PhD, Master’s, and Preventive Medicine Residency training, by coordinating admissions, student records, program activities, and accredidation reporting. This role also manages a range of departmental operations, such as scheduling and financial reimbursements. With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties in the Department of Environmental Medicine and Public Health (EMPH). Provides administrative support within the department, specifically to the Education Team. Expected to perform duties with independent problem solving skills by seeking out and referring to department and University policies and other resources. Processes highly confidential administrative information and works with limited supervision and exercise independent judgment.

Requirements

Associate's degree required
3 years of progressively responsible experience in administrative support or equivalent combination of education and experience required
Proficient in Microsoft Office with advanced skills in Excel required
Excellent organizational and office management skills required; meticulous attention to detail is essential.
Demonstrated ability to maintain confidentiality required
Excellent communication and interpersonal skills are necessary required
Possess advanced computer skills to use a variety of electronic or online systems for communication and administrative purposes required.
Ability to manage multiple activities under pressure and demonstrated ability to meet deadlines in a timely manner required.
Ability to interact with all levels of faculty and staff from other departments throughout the University as well as outside agencies required.
Must be able to demonstrate initiative and resourcefulness in managing priorities and take responsibility for accomplishing his/her own work while maintaining confidentiality of information required.
High degree of professionalism, excellent time management, and problem solving abilities.
Leadership, accountability, discretion, integrity, strong organization skills, initiative, team player.
Ability to work independently in an interdisciplinary team environment.
Exceptional customer service skills required.

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Provides administrative support to the educational program team in managing admissions and graduate educational program activities for the department’s PhD and Master’s programs.
Responsibilities include coordinating application and admissions processes, assisting with student onboarding and records, scheduling program activities and events, and serving as a resource for students and faculty.
Ensures smooth daily operations and compliance with departmental and University policies.
Handles the reporting requirements for the Master of Public Health program to maintain accreditation with the Council on Education for Public Health and the Association of Schools and Programs of Public Health.
Provides multi-faceted administrative project management for the department, which includes arranging for payment of invoices, manages/troubleshoots PCs, printers, copiers, distribution of mail.
Creates, distributes and posts written instructional guides for conference rooms, and assists with travel for faculty.
Assists with on-boarding for incoming faculty and staff (IT support/training, departmental policy advisement, and other miscellaneous duties).
Utilizing knowledge of University and departmental business expense and travel reimbursement policies, departmental requirements, and grant funding compliance, manages travel arrangements and financial reimbursements for faculty and invited speakers.
Proactively and effectively manage the time and calendar for the Vice Chair of Education, choosing or recommending among competing demands on time, referring matters to be handled by others.
Assists with document preparation, review and compilation of information.
Establishes annual schedule for Education Steering Committee and Graduate Program meetings, including scheduling rooms and sending out calendar invitations.
Handles documentation for new, returning, departing, and graduated trainees in the Preventive Medicine Residency program, including, but not limited to, applications, letters of recommendation, contracts, visas, and health compliance.
Manages and monitors required forms and documentation for the Preventive Medicine Residency program.
Assists and coordinates program level trainee orientation activities and monitoring trainee progress with GME onboarding requirements.
Manages trainee assignments of space and supplies.
Attends non-clinical program meetings for education, curricular review, administrative work, and other topics at the direction of the Program leadership.
Works with the department web architect to maintain the department website, using Kentico and SMD Database to maintain news and events pages.
Works closely with the other Department Coordinator IV to ensure content is collected and posted in a timely manner on the website.
Develops new and revised current website content.
Provides expertise to faculty and students in development of imbedded videos.
Learns new software program as needed to add enhancements to website.
Tracks website analytics.
Requests and tracks Public Access forms from all department faculty; collecting and tracking final versions per policy, submission in NIH e-submission system, follow up on errors.
Track NIHMS and PMCID numbers to ensure compliance.
Other duties as assigned