Department Coord IV (L)

University of Rochester•Rochester, NY

11d•$21 - $30•Onsite

About The Position

The Administrative Coordinator IV provides administrative support within a department, in addition to serving as the principal assistant to Senior Director(s), Director(s), Associate Director(s), or other leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. The Administrative Coordinator IV provides administrative support within a department, in addition to serving as the principal assistant to Senior Director(s), Director(s), Associate Director(s), or other leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Provides work leadership to other support staff. This position deals with highly confidential information and must be able to work with limited supervision and exercise independent judgment.

Requirements

Associate's degree required
3 years of progressively responsible administrative support, including lead experience required
Equivalent combination of education and experience required
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 people across diverse backgrounds and cultures required.

Nice To Haves

Bachelor's degree preferred
Intermediate knowledge of hardware and software functionality preferred.

Responsibilities

Provides support to a department to include: prepares and reviews reports and documents; attends meetings and take minutes; oversees office management systems; screens and directs calls; manages the time and calendar of administrator(s), including travel and project timelines, choosing or recommending among competing demands on time.
Integrates best practices to enhance the efficiency and effectiveness of the delivery of services. Maintains relationships and collaborates with the various divisions of University. Develops and establishes procedures and schedules to meet operational needs of the department. Maintains required records and reports of activities; responsible for integrity of data, taking investigative action to ensure accuracy.
Interprets information, policies, and operations procedures to faculty, staff, students, parents, and visitors. Interacts with external and internal individuals. Researches, analyzes, and prepares various administrative reports.
May supervise other support staff to include; prioritizing and assigning work; ensuring staff is trained; conducting performance evaluations, and making hiring, termination, and disciplinary recommendations.
Coordinates and oversees highly confidential matters pertaining to the department
Directs and coordinates maintenance of departmental accounts. Prepares data for operating budgets and for financial reports. Prepares analyses and allocates expenses. Coordinates expenditures and property controls; reviews and approves invoices. Initiates or authorizes orders for space, equipment, supplies and services.
Functions as a liaison to leadership, administrators, faculty, staff, students, and visitors on behalf of the department and/or University; establishes and builds positive working relationships with external agencies and organizations. Arranges for accommodations, plans, and coordinates their activities and serves as a representative during their visit.
Coordinates and develops informational materials, presentations, and communications of various departmental related publications; verifying and ensuring accuracy.
May coordinate use of conference rooms and meeting rooms for internal and external users; maintains calendars for room use and events. coordinates and makes arrangements for special events, seminars, workshops and activities.
Other duties as assigned