Department Coordinator IV
University of Rochester
•$22 - $31•Onsite
About The Position
The Department Coordinator performs, in an independent manner, a wide range of administrative, fiscal and educational responsibilities to support the operations and success of the Physics and Astronomy department. These include administrative tasks, organizing educational programing, expense reports, purchasing, payments, data entry, and communications. This position is the first point of contact for the department and the department coordinator needs to field and direct inquiries to the appropriate area.
Requirements
- Associate's degree and 3 years of progressively responsible experience in administrative support 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 all people required
Nice To Haves
- Bachelor's preferred
- Intermediate knowledge of hardware and software functionality preferred
Responsibilities
- Answers main line and directs inquiries appropriately.
- Oversees office and kitchen supply inventory and orders supplies as needed.
- Ensures commons room, kitchen and office areas are maintained.
- Distributes mail and packages.
- Prepares labels and assists users with UPS and FedEx shipments.
- Reserves conference rooms.
- Devises and streamlines processes.
- Coordinates seminars and colloquia for Astro, Physics and CCQO events each week.
- Contacts presenters, makes travel arrangements, compiles meeting announcements and orders catering for the events.
- Sets up/breaks down meetings and events.
- Processes expense reports for faculty and students.
- Processes invoices.
- Enters expense data and reconciles in URGEMS for PAS and URNANO.
- Prepares and sends routine and confidential correspondence.
- Prints materials.
- Supports CCQO faculty which includes setting up When2Meet polls and meeting coordination for the AFOSR grant.
- Makes travel arrangements for the PI.
- Sends routine and targeted department emails.
- Sends notices for seminars and colloquia.
- Sets up Zoom calls as needed.
- Ensures presentations are recorded and archived.
- Assists with website updates.
- Maintains listservs.
- Manages department calendar.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
