Department Coordinator IV, Center for Education

University of Rochester•City of Rochester, NY

11d•$22 - $31•Onsite

About The Position

The Department Coordinator IV provides administrative support for the Center for Education, with a primary focus on the Pediatric Residency Program. The role handles confidential matters and supports residency leadership and residents through time management, prioritization, and appropriate delegation. It serves as a resource for residents, supports daily office operations and inquiries, and requires regular communication with residents, staff, and faculty. The coordinator also plans, organizes, and manages events for education programs. The position coordinates administrative support for the Pediatric Residency Program’s directors, chief residents, residents, and senior administrator. Responsibilities include maintaining resident schedules in Qgenda and MedHub; managing leadership calendars and academic meetings; operating survey systems such as REDCap; tracking and reporting resident activities and compliance; maintaining alumni records and producing outcome reports; and serving as a primary contact for residents. The coordinator manages daily program office operations, supplies, shared spaces, and resident lunches. In collaboration with the Pediatric Residency team, the role plans and manages program events, including retreats, well-being activities, and recruitment events, some of which may involve more than 300 attendees across 18 service lines. For the Center for Pediatric Education, the position helps manage space and supplies, coordinates with University service departments and external vendors, and provides support for travel, conferences, and pediatric fellowship programs. It also liaises between the Department of Pediatrics and the School of Medicine & Dentistry regarding pediatric electives and medical student experiences, supporting scheduling, coordination, website information, communications, and reporting. Other duties may be assigned. This is a regular, full-time, 40-hour-per-week position on the University’s day shift, located at 601 Elmwood Avenue in Rochester, New York. The compensation range is $21.78–$30.53; the posting notes that individual rates are determined based on factors including market data, education, experience, qualifications, expertise, and internal equity.

Requirements

Associate’s degree and 3 years of progressively responsible administrative support experience, or an equivalent combination of education and experience.
Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools such as Zoom and Box, and Adobe.
Knowledge of office procedures, database entry, customer service and public relations, mathematics, mailing and distribution, training, leadership, intermediate-to-advanced budget administration, inventory and supply maintenance, and event planning.
Ability to communicate and interact effectively, verbally and in writing, with all people.

Nice To Haves

Bachelor’s degree preferred.
Intermediate knowledge of hardware and software functionality preferred.
Advanced secretarial skills strongly preferred.
Team-player approach and a positive, friendly attitude strongly preferred.
Ability to research new technologies to improve workflow and efficiencies strongly preferred.
Strong organizational skills, including the ability to prioritize duties and multitask, strongly preferred.
Demonstration of IICARE values and maintenance of student confidentiality strongly preferred.
Proficiency in Microsoft Office, specifically Word, Excel, and PowerPoint, and Adobe Systems for working with PDFs strongly preferred.
Experience with resident education, policies, procedures, and regulations desired.
Previous experience with GME systems, including MedHub, is a plus.

Responsibilities

Coordinate and deliver administrative support to the Pediatric Residency Program Director, Associate Program Directors, Chief Residents, residents, and Senior Administrator.
Maintain and edit resident schedules in Qgenda and MedHub, and assist Chief Residents with scheduling resident block experiences.
Manage calendars for program leadership and schedule academic meetings, including semi-annual reviews, educational triads, and exit interviews.
Manage survey collection systems such as REDCap for recruitment, alumni relations, conferences, evaluations, and projects.
Assist residency administrators with tracking and reporting resident activities and compliance with program, GME, and ACGME requirements; provide data to program leadership.
Manage the alumni database and relations, and prepare reports on residents’ post-training activities and careers.
Serve as a primary contact for residents; provide phone coverage and triage, answer routine inquiries, direct requests, and resolve administrative issues as needed.
Manage day-to-day Residency Program office operations, including ordering supplies, organizing shared workspaces and materials, and ensuring resources are available.
Coordinate resident lunches, including ordering meals, setting up, receiving and delivering lunches, and cleaning up afterward.
Plan, organize, and manage Pediatric Residency Program events, including well-being events, retreats, and recruitment events.
Help manage Center for Pediatric Education space and supplies and coordinate with University service departments and external vendors to support safety, productivity, and cleanliness.
Provide administrative support for Center for Education travel and conference activities, including arrangements, registrations, coordination, and reimbursements.
Support pediatric fellowship programs with scheduling, recruitment, events, trainee documentation, evaluations, and other day-to-day needs.
Liaise between the Department of Pediatrics and the School of Medicine & Dentistry for pediatric electives and medical student experiences.
Support electives through scheduling and coordination, maintaining website information, communicating with faculty and students, and generating reports.
Perform other duties as assigned.