Department Coordinator IV

University of Rochester; Town of Henrietta (NY); On-site; USD 45,000 - 64,000; Full time

Job summary

University of Rochester in Brighton, NY seeks a full-time Coordinator to support Strong Ties clinics and leadership teams with advanced administrative functions.

Responsibilities include calendar management, travel coordination, meeting notes, onboarding new faculty, and coordinating department operations, budgets, and facilities needs. The role requires an associate degree and 3 years' experience in admin support.

Qualifications

• Associate's degree and 3 years of progressively responsible experience in administrative support.
• Equivalent combination of education and experience accepted.
• Proficiency with Microsoft Suite, FileMaker Pro, Zoom, Box, and Adobe.

Responsibilities

• Provide comprehensive administrative support to Strong Ties and clinics.
• Serve as principal assistant to leadership; manage calendars, travel, and meetings.
• Lead and supervise other support staff with minimal supervision.
• Handle confidential information and budget-related tasks.
• Coordinate onboarding for new faculty and staff.
• Assist with office operations, procurement, and equipment.

Skills

Microsoft Suite

FileMaker Pro

Zoom

Box

Adobe

Education

Associate's degree

Tools

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)

2613 W Henrietta Rd, Suite A, Brighton, New York, United States of America, 14623

Opening

Worker Subtype: Regular

Time Type

Full time

Scheduled Weekly Hours

40

Department

500137 Psychiatry SMH Strong Ties

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

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

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.