Department Coordinator IV(L50)

University of Rochester • City of Rochester, NY

9d • 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 provides administrative support within a department, serving as the principal assistant to leadership roles. It involves performing a variety of advanced, complex assignments, including department accounts, with minimal direction and independent judgment. The position also provides work leadership to other support staff and handles highly confidential administrative information with limited supervision.

Requirements

• Associate's degree and 3 years of progressively responsible experience in administrative support required Or equivalent combination of education and experience
• 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

• Intermediate knowledge of hardware and software functionality preferred

Responsibilities

• Provides support to a department, including preparing and reviewing reports and documents, attending meetings and taking minutes, overseeing office management systems, and screening and directing calls.
• Manages the time and calendar of administrators, including travel and project timelines, choosing or recommending among competing demands on time.
• Integrates best practices to enhance the efficiency and effectiveness of delivery of services.
• Maintains relationships and collaborates with various divisions of University.
• Develops and establishes procedures and schedules to meet operational needs of the department.
• Maintains required records and reports of activities.
• Shares information, policies, and operations procedures to faculty, staff, students, parents, and visitors.
• Interacts with external and internal individuals.
• Prepares various administrative reports.
• 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.
• 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 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.
• Coordinates and develops informational materials, presentations, and communications of various departmental related publications.
• May supervise up to two other support staff.
• Prioritizes and assigns work, ensuring staff is trained.
• Conducts performance evaluations.
• Other duties as assigned.

Benefits

• The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree