Department Coord IV (L)

001 University of Rochester; United States; On-site; USD 30,000 - 43,000; Full time

Job summary

The University of Rochester seeks an Administrative Coordinator IV to provide high-level administrative support in a department. You will assist Senior Directors and leadership, manage reports, calendars, and travel, and handle confidential information with initiative and independence.

You will coordinate budgets, purchases, and records, supervise support staff, and help plan events and communications. A strong MS Office skillset and experience in budget administration are essential.

Qualifications

• Associate's degree required; Bachelor's preferred.
• 3 years of progressively responsible administrative support, including lead experience.
• Equivalent combination of education and experience acceptable.
• Proficiency with Microsoft Suite, FileMaker Pro, Zoom/Box; Adobe may be used.
• Office procedures, data entry, customer service and budgeting principles.
• Strong communication skills and ability to work with diverse groups.
• Knowledge of hardware/software basics preferred.

Responsibilities

• Provides high-level administrative support and acts as principal assistant to senior leadership.
• Prepares reports, attends meetings, takes minutes, and manages calendars and travel.
• Maintains department records, budgets, and financial reports with data integrity.
• Supervises support staff, assigns work, and conducts performance evaluations.
• Coordinates confidential matters, procurement, and space/equipment requests.
• Develops informational materials and coordinates events, seminars, and workshops.

Skills

Administrative support

Lead experience

Office management

Communication skills

Budget administration

Education

Associate's degree required

Bachelor's degree preferred

Tools

Microsoft Office

FileMaker Pro

Zoom

Box

Adobe

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: 500292 Phlebotomy Work Shift: UR - Day (United States of America) Range: UR URG 106 H Compensation Range: $21.78 - $30.53 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.

The Administrative Coordinator IV provides administrative support within a department, in addition to serving as the principal assistant to Senior Director(s), Director(s), Associate Director(s), or other leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. The Administrative Coordinator IV provides administrative support within a department, in addition to serving as the principal assistant to Senior Director(s), Director(s), Associate Director(s), or other leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Provides work leadership to other support staff. This position deals with highly confidential information and must be able to work with limited supervision and exercise independent judgment.

RESPONSIBILITIES

• Provides support to a department to include: prepares and reviews reports and documents; attends meetings and take minutes; oversees office management systems; screens and directs calls; manages the time and calendar of administrator(s), including travel and project timelines, choosing or recommending among competing demands on time.
• Integrates best practices to enhance the efficiency and effectiveness of the delivery of services. Maintains relationships and collaborates with the various divisions of University. Develops and establishes procedures and schedules to meet operational needs of the department. Maintains required records and reports of activities; responsible for integrity of data, taking investigative action to ensure accuracy.
• Interprets information, policies, and operations procedures to faculty, staff, students, parents, and visitors. Interacts with external and internal individuals. Researches, analyzes, and prepares various administrative reports.
• May supervise other support staff to include; prioritizing and assigning work; ensuring staff is trained; conducting performance evaluations, and making hiring, termination, and disciplinary recommendations.
• Coordinates and oversees highly confidential matters pertaining to the department - Directs and coordinates maintenance of departmental accounts. Prepares data for operating budgets and for financial reports. Prepares analyses and allocates expenses. Coordinates expenditures and property controls; reviews and approves invoices. Initiates or authorizes orders for space, equipment, supplies and services.
• Functions as a liaison to leadership, administrators, faculty, staff, students, and visitors on behalf of the department and/or University; establishes and builds positive working relationships with external agencies and organizations. Arranges for accommodations, plans, and coordinates their activities and serves as a representative during their visit.
• Coordinates and develops informational materials, presentations, and communications of various departmental related publications; verifying and ensuring accuracy.
• May coordinate use of conference rooms and meeting rooms for internal and external users; maintains calendars for room use and events. coordinates and makes arrangements for special events, seminars, workshops and activities.
• Other duties as assigned

QUALIFICATIONS

• Associate's degree required
• Bachelor's degree preferred
• 3 years of progressively responsible administrative support, including lead experience required
• Equivalent combination of education and experience 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 people across diverse backgrounds and cultures required.
• Intermediate knowledge of hardware and software functionality preferred.

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.

Learn. Discover. Heal. Create.

Located in western New York, Rochester is our namesake and our home. One of the world's leading research universities, Rochester has a long tradition of breaking boundaries - always pushing and questioning, learning and unlearning. We transform ideas into enterprises that create value and make the world ever better. If you’re looking for a career in higher education or health care, the University of Rochester may offer the perfect opportunity for your background and goals. At the University of Rochester, we are committed to fostering, cultivating, and preserving an inclusive and welcoming culture and are united by a strong commitment to be ever better - Meliora. It is an ideal that informs our shared mission to ensure all members of our community feel safe, respected, included, and valued.