Department Coordinator IV

University of Rochester • Rochester, NY

7d • 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 acts as primary support for a range of Del Monte Institute for Neuroscience (DMIN) and Golisano Intellectual and Developmental Disabilities Institute (GIDDI) high visibility initiatives. This includes management of donor giving and the Del Monte Pilot Grants Program, and the planning, coordination, and execution of symposiums, events, workshops, and meetings. The position directly provides problem-solving as needed, manages concurrent projects, comprehends University and URMC policies and procedures, analyzes information and situations, and makes judgments to facilitate optimal and timely outcomes. The ideal candidate possesses strong organizational and interpersonal skills, the ability to work collaboratively with a focus on providing excellent customer service, and the ability to manage competing demands professionally. Knowledge of brand management and graphic design is also required.

Requirements

• Associate's degree required
• 3 years of relevant administrative experience required
• Or equivalent combination of education and experience
• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
• Canva, LinkedIn, 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 interact with all levels of faculty and staff in a professional manner and with people across diverse backgrounds and cultures required
• Excellent interpersonal and communication (including written communication) skills focused on customer service required.
• Must possess strong organizational skills and attention to detail required.
• Shows initiative and resourcefulness in managing priorities required.

Nice To Haves

• Intermediate knowledge of hardware and software functionality preferred
• Expertise in graphic design for printing and web, including Adobe Creative Suite: Photoshop, Illustrator, and or InDesign, Canva, Instagram, LinkedIn preferred

Responsibilities

• Builds, implements, updates, and maintains data management tools to enable timely and accurate tracking and reporting of gift activity.
• Develops, implements, and executes a letter-writing protocol for timely/periodic/ongoing acknowledgment and thank-you letters for gifts received, including writing thank-you letter templates appropriate for various gift types and levels and customizing them when appropriate for maximum relevance and effectiveness.
• Builds ad-hoc and annual reports.
• Accountable for the solicitation, receipt, review, and follow-up of annual updates of previously funded grants for up to 10 years for the Del Monte Pilot Grant Program.
• Develops and maintains a detailed tracking spreadsheet and generates periodic and annual reports for the Del Monte Director and the Executive Director.
• Writes all letters to applicants of funded and unfunded applications for the Del Monte Pilot Grant Program.
• Provide on-site support during activities and events for the Schmitt Board and Annual Neuroscience/Intellectual and Developmental Research Symposium, and other meetings.
• Schedules, coordinates, and manages all DMNI and GIDDI special events.
• Schedules space, technical support, and catering needs for events.
• Assist with event promotion and communication (email announcements, calendar postings, listserv emails).
• Manage event registrations, attendance tracking, and post-event follow-up.
• Prepare the majority of event materials, including slide preparation.
• Maintain event timelines and planning checklists to ensure milestones are met.
• Translates dense data and information into graphic designs that are uniform, engaging, clear, concise, and user-friendly for all audiences.
• Manages travel, hotel accommodations, and registration, and organizes meeting itineraries for visiting faculty and external speakers.
• Processes reimbursements and honoraria.
• Submit and track event expense reports.
• Understands use of brand management, information analysis, and design expertise to effectively organize and translate raw content into on-brand, compelling, user-friendly graphics (for print and web) and documents.
• Liaises with Marketing for compliance with University/Medical Center brand guidelines.
• Manage Neuroscience Seminar Series.
• Works collaboratively with faculty co-chairs who run the seminar series.
• Creates and electronically distributes announcements of the seminar series.
• Manages travel, hotel accommodations, and organizes meeting itineraries for visiting faculty and external speakers for the seminar series.
• Processes reimbursements and honoraria for the seminar series.
• Assist the GIDDI Director with scheduling meetings and coordinating calendars.
• Prepare meeting agendas, take minutes, and distribute meeting minutes.
• Maintain contact or distribution lists for key stakeholders at the GIDDI.
• Assist with compiling materials and documentation to support program reports, grant reporting, and leadership updates.
• Analyze data across events to support continuous improvement.
• Other projects and job duties as assigned.

Benefits

• The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

What This Job Offers

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