Department Coordinator IV

University of Rochester•City of Rochester, NY

4d•$21 - $30•Onsite

About The Position

As a member of the Office of Community Health Optimization, this position is responsible for providing comprehensive operations, finance, and program support. This position plans, organizes, and coordinates business operations in accordance with strategic goals of the department and the organization. Reports directly to the office’s Director. Manages office schedule and maintains departmental policies and procedures. Assists with expense reimbursements and supplier invoices, while working with discretion. Works on special projects as directed. Influences office and institutional parties on concepts, practice and approaches. Provides finance support, which includes supply inventory and ordering, entering annual operating and capital budget information, providing budget reports for sign off and the monthly budget reconciliation process. Responsible for maintaining confidential data and files, including salaries and personal data needed for emergency contact and escalation. Coordinates, plans and finalizes logistical details for project meetings, retreats and special events, including arrangements for facilities, IT/equipment, catering and other required resources. Independently provides communications assistance including data management, agenda and minutes management, PowerPoint support, and additional information management and communications as required. Serves as a highly functional and independent resource for general administrative support as needed, involves making independent judgments and decisions to satisfy inquiries in a timely manner, sometimes on tight turnaround times with impending deadlines. Analyzes situations and makes independent decisions affecting the outcome and re-directs to others when appropriate. Communicates with employees on office matters. Contributes to system enhancements.

Requirements

Bachelor's degree or equivalent combination of education and experience required
1 year of experience in a business operation or administrative role required or equivalent combination of education and experience
Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
Basic knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) required
Strong time-management and organizational skills required
Excellent written and verbal communication skills required

Responsibilities

Processes a variety of financial transactions, including journal entries, purchase orders, and invoices.
Conducts entry and ledger reconciliations independently.
Investigates discrepancies and takes corrective action to resolve issues.
Maintains department p-card and prepares invoices.
Completes other administrative tasks using Workday and other financial management systems.
Collaborates with Purchasing to establish vendor contracts.
Completes and processes required finance and HR forms.
Approves payroll.
Enters the operating and capital annual budgets into appropriate financial systems.
Ensures that all employees are equipped properly including workspace preparation, procurement of computer/laptop.
Ensures compliance with University policies, procedures, and other regulations.
Ensures basic maintenance of office equipment and troubleshoots office equipment, computer and software problems.
Acts as liaison to Facilities and Environmental Services.
Supports department staff in addressing emerging technology needs and skills as well as trouble shooting technology needs.
Develops and maintains office and event program calendar, including hybrid shared work stations.
Maintains confidential data and files, including salaries and personal data needed for emergency contact and escalation.
Works collaboratively with Leave Administration to process Leave paperwork.
Processes hiring and exiting paperwork for employees as needed and completes follow up activities and maintains department records.
Organizes logistics for project meetings, retreats and special events, including making arrangements for facilities, IT/equipment, catering and other required resources.
Other duties as assigned.