Department Coordinator IV

University of Rochester•City of Rochester, NY

1d•Onsite

About The Position

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better, embodying values such as equity, leadership, integrity, openness, respect, and accountability. The University aims to foster an inclusive and welcoming culture to advance its mission to Learn, Discover, Heal, Create – and Make the World Ever Better, committing to non-discrimination across various protected characteristics. Located in western New York, the University of Rochester is a leading research institution with a tradition of innovation. This Department Coordinator IV role provides advanced administrative support within a department, serving as the principal assistant to leadership. The position involves performing complex assignments, including managing department accounts, with minimal direction and significant independent judgment. The coordinator also provides work leadership to other support staff and handles highly confidential administrative information.

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 administrative support within a department, in addition to serving as the principal assistant to 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.
Processes highly confidential administrative information and works with limited supervision and exercise independent judgment.
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.