Department Coordinator IV

University of Rochester; New York (NY); Hybrid; USD 30.000 - 43.000; Vollzeit

Zusammenfassung

University of Rochester is seeking a Department Coordinator IV to provide comprehensive administrative support for Strong Ties and affiliated clinics. The role prioritizes calendar management for clinical and academic leaders, meeting preparation, travel coordination, and handling confidential information with discretion.

The coordinator will also oversee onboarding for new faculty, process reimbursements, manage office supplies, and assist with events, budget reconciliations, and vendor

Qualifikationen

• Associate's degree required with relevant administrative experience.
• Proficiency in MS Office, calendar and email management, and budgeting principles.
• Strong communication, leadership, and customer service abilities.

Aufgaben

• Provide comprehensive administrative support to Strong Ties and clinics.
• Manage calendars for clinical and academic leadership and prepare meetings.
• Coordinate onboarding for new faculty and staff, incl. trainings and access.
• Process reimbursements, vendor payments, and budget reconciliations.
• Assist with event planning, travel arrangements, and office operations.
• Serve as backup front desk support and liaison with facilities/vendor teams.
• Handle confidential information with discretion and provide staff guidance.

Kenntnisse

Communication skills

Leadership

Public relations

Budget administration

Ausbildung

Associate's degree

Tools

Microsoft Office

FileMaker Pro

Zoom

Box

Adobe

Jobbeschreibung

## Department Coordinator IVApply: Strong Ties: Full time: Posted Today: R275192As 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):**2613 W Henrietta Rd, Suite A, Brighton, New York, United States of America, 14623**Opening:**Worker Subtype:RegularTime Type:Full timeScheduled Weekly Hours:40Department:500137 Psychiatry SMH Strong TiesWork Shift:UR - Day (United States of America)Range:UR URG 106 HCompensation 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.***Responsibilities:**The Coordinator provides comprehensive administrative support within Strong Ties and its affiliated clinics, serving as the principal assistant to leadership roles. This position is responsible for performing a variety of advanced, complex assignments, including department accounts, and overseeing all other essential administrative tasks required for the efficient functioning of the clinics, with minimal direction and significant latitude for independent judgment. The Coordinator also provides work leadership to other support staff, processes highly confidential administrative information, and operates with limited supervision, exercising independent judgment in day-to-day operations.**Schedule:*** Mon-Th: 7:30am-6pm, Fri 7:30am-5pm **Essential Functions:****Support for leadership team*** Outlook calendar management: with general guidance as to priorities, manages the time and calendar of the clinical chief, academic chief, division administrator, and other clinical leaders as identified choosing or recommending among competing demands on time and demonstrating the ability to prioritize.* Assists Leadership in preparing for various meetings and projects.* Provides meeting minutes and summaries for department leadership.* Arrange and maintain travel itineraries, conference/travel requests, vouchers, and expense reports, payment requests. **Support for clinics*** Manages clinic-wide distribution lists and org charts* Manages Strong Ties outlook calendar invites & access* Performs duties including but not limited to; triage of calls and visits, maintaining files and ordering/maintaining of office supplies, arranging travel and other accommodations.**Personnel Support:*** Coordinates new hire faculty on-boarding: eRecord training, MyPath training, badge, parking, prep of workspace, equipment orders, renovation requests (paint/carpet), furniture and supply orders, swipe access, keys, phone setup, business cards, coordinate meetings to introduce to key staff, coordinate meet and greet, adding info to distribution lists, access to appropriate drives, point person/triage for any new employee questions that arise* Supports new faculty/staff with software systems and troubleshoots system access issues for all staff/faculty as needed.* Request swipe access for all doors at the hospital and off-site location* Provides coverage and backup support for front desk. Is a backup contact for new staff and trainees across the division.* Collects and centrally stores clinic documents **Operations:*** Backup to practice managers to facilitate Service requests* Place service calls for shred bins, copy machines, other equipment as needed.* Liaison with Xerox to help trouble shoot copier malfunctions and communicate respective vendors.* Backup point person for Facilities / Environmental needs to practice managers* Supports practice managers in logistics for office moves and manages office equipment including copiers, telephones, and computers* Manages food orders* Manages equipment and supply orders including tracking and maintaining accurate records and supply inventories to place orders timely and accurately from approved vendor lists in collaboration with practice managers.**Financial:*** Process and track reimbursements for the clinic* Managing RTS bus pass orders* Manage process for vendor approvals, signatures on contracts and payment of invoices* Assists division administrator with budget reconciliations: identifying unknown and unusual expenses, obtaining missing invoices, researching status of payments, etc.* Tracks and processes MH stipends for employees, and faculty/staff education expenses.* Sets up purchase orders* Manages uniform orders for clerical positions **Event Coordination:*** Leads the coordination of events including, annual clinic retreats, leadership strategic planning retreats, and similar events throughout the year.* Coordinates travel and lodging arrangements for presenters and/or leaders* Works with presenters to prepare for technology usage* Collects all forms, documents, signatures, presentations, etc. from presenters Other duties as assigned **Minimum Education & Experience:*** Associate's degree and 3 years of progressively responsible experience in administrative support required* Or equivalent combination of education and experience **Knowledge, Skills & Abilities:*** 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* Intermediate knowledge of hardware and software functionality preferred