Department Coordinator IV

University of Rochester; San Antonio (TX); On-site; USD 45,000 - 64,000; Full time

Job summary

The University of Rochester is seeking an administrative support professional to provide comprehensive support to the AI & Automation team. You will manage calendars for the Senior Director, coordinate meetings, travel, and communications, and assist with budget and financial tasks.

The role interacts with senior leadership and external partners to ensure smooth operations. Ideal candidates will have an Associate's degree and at least three years of related experience, strong Microsoft Office

Qualifications

• Associate's degree and 3 years of progressively responsible experience in administrative support.
• Or equivalent combination of education and experience.
• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc.

Responsibilities

• Calendar and Meeting Coordination: manages complex calendars for the Senior Director and teams; schedules meetings and prepares materials.
• Administrative and Office Support: handles correspondence, documents, travel, records, and logistics.
• Project and Workflow Coordination: tracks timelines and maintains project documentation; supports delivery of services.
• Reporting and Data Support: assists in collecting data for reports and summaries, supports decision-making.
• Financial and Administrative Processing: processes expense reports, reimbursements, and invoices; basic budget tracking.

Skills

Microsoft Suite

FileMaker Pro

Zoom

Box

Adobe

Education

Associate's degree

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