Administrative Coordinator III

University of Rochester; Town of Henrietta (NY); On-site; USD 26,000 - 37,000; Full time

Job summary

The University of Rochester is seeking a full-time administrative worker to support the Microbiology SMH department at 211 Bailey Rd, Rochester, NY 14586. The role involves daily office tasks and regular under-the-hood data management to keep the department running smoothly.

Responsibilities include calendar management, document preparation, data organization, mail handling, and basic payroll/billing assistance.

Qualifications

• High School diploma or equivalent and 2 years of relevant experience.
• Or equivalent combination of education and experience.

Responsibilities

• Manages calendars, schedules meetings, and coordinates travel arrangements.
• Prepares and edits documents, presentations, and reports.
• Handles correspondence, including email, mail, and phone communications.
• Maintains filing systems and ensures document organization and confidentiality.
• Organizes and updates department data, files, and databases.
• Assists with payroll, billing, and reimbursements as needed.
• Acts as department point of contact for specific tasks and communicates with internal and external stakeholders.

Education

High School diploma or equivalent + 2 years experience

Job description

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.

Job Location (Full Address): 211 Bailey Rd, Rochester, New York, United States of America, 14586

Opening Worker Subtype: Regular

Time Type Full time

Scheduled Weekly Hours 40

Department 500232 Microbiology SMH

Work Shift UR - Day (United States of America)

Range UR URG 104 H

Compensation Range $19.04 - $26.63

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.

Responsibilities Types correspondence, reports, and other materials. Conducts information retrieval and data entry. Compiles, organizes, and maintains records of business transactions. Maintains moderately complex indexes and files. Opens, sorts and routes incoming mail, answers correspondence and prepare outgoing mail. Maintains and update filing, inventory, mailing and database systems. Operates office machines such as photocopiers and scanners, voice mail systems and personal computers. Completes and mails bills, contracts, policies, invoices and checks. Compile, copy, sort, and file records of office activities. Answers phones, direct calls and take messages. Often provides work direction to lower level support employees.

Essential Functions

• Manages calendars, schedules meetings, and coordinates travel arrangements. Prepares and edits documents, presentations, and reports. Handles correspondence, including email, mail, and phone communications. Maintains filing systems and ensures document organization and confidentiality.
• Modifies and records data, and runs pre-built reports. Works closely with the department team. Organizes relevant data for given department.
• Serves as department point of contact for certain tasks. Communicates with departments and outside entities by answering phones, monitoring central email inboxes, and distributing notices.
• Provides general office backup, including assisting with payroll, billing, and reimbursements as needed.
• Maintains a comprehensive understanding of the respective database, policies, and norms to ensure efficiency in in the department.
• Assists in planning and executing departmental projects and events.
• Other duties as assigned.

Minimum Education & Experience

• High School diploma or equivalent and 2 years of relevant experience required
• Or equivalent combination of education and experience

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University’s Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.