Department Coordinator IV

University of Rochester

8d•$21 - $30•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. The Department 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 (preferred) and 3 years of progressively responsible administrative support, including lead experience (preferred) Or equivalent combination of education and experience
Proficiency with Microsoft Suite, virtual collaboration tools (Zoom, Box); Adobe, etc.
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.
Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures

Responsibilities

Manages the calendar of the Director and coordinates and schedules meetings.
Provides administrative support to the Director.
Attends departmental meetings, takes minutes at departmental meetings, distributes to all related parties, stores them in office share drive.
Maintains office equipment and supplies.
Assists in and performs other duties as assigned by the Director.
Responsible for managing the Event and Classroom Management’s website; updates information as needed.
Coordinates and oversees highly confidential matters pertaining to the department.
Coordinates and develops informational materials, presentations, and communications of various departmental related publications; verifying and ensuring accuracy.
Assists event planners with administrative tasks relative to the planning of special event programs, including but not limited to academic conferences, departmental meetings, annual and institutional events.
Helps to arrange services with internal and external vendors, including but not limited to , dining services, public safety, parking, furniture rental, floral orders, name badges, signage orders, etc. as directed by the event planner.
Creates and manages event registration pages and provides attendance reports to event stakeholders.
Provides onsite event day assistance to support events and event planners, as needed.
Establishes and maintains positive, productive relationships with various campus constituents and external vendors/ service providers to ensure that service capabilities and client expectations are consistent.
With oversight from the event manager, processes and reconciles event payments in University Procurement system.
Assists event planners with event billing.
Manages annual administrative planning tasks related to the University Commencement weekend.
Monitors Commencement phone line to assist students and families with questions and requests.
Takes minutes at commencement meetings and distributes to Commencement committee members.
Oversees accessibility needs for all ceremonies.
Keeps inventory of Commencement supplies, such as vests, lanyards, medals, citation covers, signs, etc. and places orders or assists with the design of supplies as directed.
May supervise up to two other support staff to include prioritizing and assigning work; ensuring staff is trained; conducting performance evaluations, and may provide input to leadership regarding hiring decisions and disciplinary matters.
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.
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