Department Coordinator IV

University of Rochester•Rochester, NY

6d•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 high visibility initiatives within the Del Monte Institute for Neuroscience (DMIN) and Golisano Intellectual and Developmental Disabilities Institute (GIDDI). Key responsibilities include managing donor giving, overseeing the Del Monte Pilot Grants Program, and planning, coordinating, and executing symposiums, events, workshops, and meetings. The position requires independent judgment, problem-solving, and the ability to manage concurrent projects while comprehending University and URMC policies. Strong organizational and interpersonal skills are essential for collaborative work and excellent customer service, with 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
Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
Proficiency with 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

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.
Manages donor giving and the Del Monte Pilot Grants Program.
Plans, coordinates, and executes symposiums, events, workshops, and meetings.
Provides direct 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.
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.
Writes thank-you letter templates appropriate for various gift types and levels and customizes them when appropriate.
Builds ad-hoc and annual reports for donor gift support.
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.
Provides on-site support during 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.
Assists with event promotion and communication (email announcements, calendar postings, listserv emails).
Manages event registrations, attendance tracking, and post-event follow-up.
Prepares event materials, including slide preparation.
Maintains 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 for events.
Submits and tracks 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.
Manages the Neuroscience Seminar Series, working collaboratively with faculty co-chairs.
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.
Assists the GIDDI Director with scheduling meetings and coordinating calendars.
Prepares meeting agendas, takes minutes, and distributes meeting minutes for GIDDI.
Maintains contact or distribution lists for key stakeholders at the GIDDI.
Assists with compiling materials and documentation to support program reports, grant reporting, and leadership updates.
Analyzes data across events to support continuous improvement.
Performs other projects and job duties as assigned.