Department Coordinator IV

University of Rochester; New York, Northern (NY, KY); Hybrid; USD 45,000 - 64,000; Full time

Job summary

University of Rochester seeks an Administrative Specialist to provide high-level support to the AI & Automation team, coordinating calendars, meetings, travel, and financial processes. You will interact with senior leadership, faculty, and external partners to ensure efficient operations and effective execution of AI initiatives across the organization.

Responsibilities include organizing workflows, preparing materials, and maintaining records, while ensuring confidentiality and accuracy in

Qualifications

• Associate's degree and 3 years of progressively responsible experience in administrative support.
• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc.
• Ability to effectively communicate and interact with all people; maintain discretion and confidentiality.

Responsibilities

• Calendar and Meeting Coordination – Manages complex calendars for the Senior Director of AI and Automation and teams; coordinates meetings and prepares materials.
• Administrative and Office Support – Handles correspondence, documents, travel logistics, and file maintenance.
• Project and Workflow Coordination – Tracks timelines, maintains project docs, follows up on actions.
• Reporting and Data Support – Collects and organizes data for reports and summaries; supports decision-making.

Skills

Microsoft Suite

FileMaker Pro

Zoom

Box

Adobe

Education

Associate's degree

Tools

Microsoft Suite

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): 30 Corporate Woods, Brighton, New York, United States of America, 14623 Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 900300 Office of Digital Strategy and Innovation 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.

Responsibilities

Provides administrative and operational support to the AI & Automation team with direct support to the Senior Director of AI & Automation. This role is responsible for coordinating calendars, meetings, communications, events, financial processes, and workflow organization for the AI & Automation pillar. The position interacts with senior leadership, faculty, operational leaders, and external partners to support the effective execution of AI initiatives across the organization. Manages multiple priorities while ensuring timely coordination of activities, effective communication, and efficient business operations.

Essential Functions

Calendar and Meeting Coordination – Manages complex calendars for the Senior Director of AI and Automation their teams, coordinating meetings across multiple stakeholders.

Schedules meetings, resolves scheduling conflicts, and ensures alignment with priorities. Prepares agendas, materials, and logistics to support effective meetings. Compiles, edits, and reviews relevant materials and disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings. Coordinates meeting facilities, equipment and technological support. Ensures locations are appropriate and accessible and other accommodations are in place for successful meetings. Assists with proofing and finalizing presentations and committee minutes. Creates informational sheets or summaries for various meetings and groups.

Administrative and Office Support – Provides day-to-day administrative support including managing correspondence, preparing documents, coordinating travel and meeting logistics, and maintaining organized files and records.

Ensures timely and accurate completion of administrative tasks. Tracks documents requiring the Senior Director’s attention, response, or planning. Meets regularly to discuss. Follows up promptly as directed. Makes recommendations on these items and serves as a liaison to assure information is relayed appropriately. Maintains and orders office supplies, equipment, and services as needed. Assists managers in the onboarding of new employees, including office set-up.

Project and Workflow Coordination – Supports coordination of team initiatives by tracking timelines, maintaining project documentation, and following up on action items.

Assists in organizing workflows and ensuring tasks are completed in a timely manner. Integrates best practices to enhance the efficiency and effectiveness of delivery of services. Maintains relationships and collaborates with individuals and teams internal and external to the Office of Digital Health Innovation. Shares information, policies, and procedures to faculty and staff.

Reporting and Data Support – Assists in collecting and organizing data for reports, presentations, and summaries.

Maintains tracking tools and supports preparation of materials to inform team activities and decision-making.

Financial and Administrative Processing – Supports financial processes including processing expense reports, reimbursements, and invoices.

Manages basic budget tracking. Ensures accuracy and timeliness of transactions in accordance with policies and procedures. 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 Ability to handle multiple priorities and meet deadlines preferred Excellent communication and interpersonal skills. Strong attention to detail. Ability to maintain discretion and confidentiality 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.

Notice: If you are a Current Employee, please log into myURHR to search for and apply to jobs using the Jobs Hub. Your application, if submitted using this portal, cannot be moved forward. 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.