Department Coordinator IV

University of Rochester • City of Rochester, NY

12d • $22 - $31 • 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.

With minimal direction and latitude for independent judgment, manages the general office, provides executive assistance to the Department Chair, and serves as the principal assistant to the Director of Research Operations of the Department of Environmental Medicine and Public Health (EMPH) to support their administrative roles. The individual in this position must deal with highly confidential information, must be able to work with limited supervision and exercise independent judgment. Must understand and communicate University and Departmental policies and procedures, analyze situations, and make judgments to facilitate desired outcomes. Provides coordination of support services; manages the general office and related administrative services of a large department; manages specialized support functions. Identifies opportunities for process improvement and implements systems and processes that maximize operating efficiency and effectiveness of department administrative functions. Possesses strong organizational and interpersonal skills, and the ability to handle confidential information in a professional manner.

Requirements

• Associate's degree and 3 years of increasingly 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
• Excellent organizational and office management skills required; meticulous attention to detail is essential preferred.
• High degree of professionalism, excellent time management, and problem solving abilities. Leadership, accountability, discretion, integrity, strong organization skills, initiative, team player. Ability to work independently in an interdisciplinary team environment; preferred.

Nice To Haves

• Bachelor's degree preferred
• Or equivalent combination of education and experience
• 2 years accounting and financial analysis experience preferred
• Intermediate knowledge of hardware and software functionality preferred
• Demonstrated ability to maintain confidentiality preferred
• Possess advanced computer skills to use a variety of electronic or online systems for communication and administrative purposes preferred.
• Ability to manage multiple activities under pressure and demonstrated ability to meet deadlines in a timely manner preferred.
• Ability to interact with all levels of faculty and staff from other departments throughout the University as well as outside agencies preferred.
• Must be able to demonstrate initiative and resourcefulness in managing priorities and take responsibility for accomplishing his/her own work while maintaining confidentiality of information preferred.
• Exceptional customer service skills preferred.

Responsibilities

• Create and maintain functionality of databases, including in REDCap. Maintain technology equipment database system for ensuring that equipment and other assets are actively tracked. Maintain and update accurate equipment data using UR space. Manage the UR Space and Equipment Inventory Database for the department. Update the on-line space inventory on a monthly basis, in preparation for the annual reporting and ultimately for base year calculation, ensuring that space is designated appropriately in the database. Maintain departmental information in the UR Equipment database (e.g., laboratory and research equipment). Work with the PI of each lab and laboratory personnel to manage equipment property forms which have the UR property tag. The information on these forms needs to be accurate, and in compliance with University policy, including indication of the room location of this equipment. Maintains data on foreign travel for all faculty, staff and students for annual reporting.
• Manage undergraduate and graduate student employment hiring process. Assist the faculty member in creating a job description. Using Student Employment portal system, upload job, authorize permissions for hiring manager to review applicant's application and resume for specific jobs, initiate the hiring process. Monitor prerequisites for hiring selected student, confirm student active in URHR. Periodically, confer with the faculty member about whether the student will continue in the job or is to be terminated. Initiate the termination process in the Student Employment portal system.
• Acts as department timekeeper, reminding biweekly, semi-monthly and monthly payroll groups about deadlines in adherence with University and FLSA policies and guidelines. Responsibilities include reviewing time entered in the UKG online timekeeping system for errors or discrepeancies, ensuring timely approvals, and manintaing compliance with departmental procedures. Serve as delegate for PI’s timekeeping. Serves as liaison with the Payroll and Student Employment offices, and orients new workfoce members to UKG, MyURHR and departmental policies and procedures.
• Proactively and effectively manage the time and calendar for the chair, choosing or recommending among competing demands on time, referring matters to be handled by others and controlling access to her. Represents the faculty in contacts with University leaders, other faculty, government officials, relaying (and often anticipating) instructions, preferences and concerns, and obtaining reports or recommendations. Assists with document preparation, review and compilation of information. Chair cabinet and regular department meeting scheduling, agenda setting, and meeting follow up, including brief summary reports. Coordinates scheduling complex meetings for the department and departmental faculty.
• Coordinates maintenance of departmental accounts. Utilizes knowledge of the University accounting procedures to reconcile and analyze monthly departmental, discretionary and gift accounts; ensures accuracy of charges and works independently to resolve errors; maintains ledger files and extracts data, as requested, from URFinancials; provides reports on status of departmental, discretionary and gift accounts, as requested; on a monthly basis prepares preliminary summary analysis of departmental financial data for Director of Research Operations. Serves as a support member to the Accounting Team.
• Manages facilities/maintenance and telecommunications needs for the department including managing internal moves, renovations, building access, and key inventories. Order and maintain office supplies; proactively determine supply needs.
• Track retention of all personnel files purging old files per University policy.
• Communicate, develop and maintain tracking system for new and current staff to ensure that all HR compliance actions are up to date, including HIPAA, CITI Human Subject Protection Protocol, Intellectual Property Agreements, and other post hire requirements. Provide orientation to Department and University for all new staff and undergrad/grad student hires.
• Other duties as assigned

What This Job Offers

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