Department Coordinator IV

001 University of Rochester; United States; On-site; USD 62,408,000 - 87,480,000; Full time

Job summary

The University of Rochester department of Physics & Astronomy is seeking a Department Coordinator to handle a broad range of administrative, fiscal, and educational duties in support of operations and success. The role serves as the first point of contact for the department and coordinates communications, events, and workflows.

Responsibilities include office management, educational program coordination, expense processing, purchasing, and calendar maintenance.

Qualifications

• Associate's degree and 3 years of progressively responsible experience in administrative support required.
• Bachelor's preferred, or equivalent combination of education and experience.
• Proficiency with Microsoft Suite, FileMaker Pro,Zoom, Box, Adobe, etc.

Responsibilities

• Office Management: Answers main line and directs inquiries appropriately.
• Educational Programs: Coordinates seminars and colloquia for Astro, Physics and CCQO events each week.
• Financial Administration: Processes expense reports for faculty and students.
• Administrative: Prepares and sends routine and confidential correspondence.
• Communications: Sends routine and targeted department emails; sets up Zoom calls; maintains department calendar.

Skills

Microsoft Office

FileMaker Pro

Zoom

Box

Adobe

Budgeting

Data entry

Customer service

Communication

Education

Associate's degree

Bachelor's degree preferred

Tools

UR GEMS

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): 284 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening: Worker Subtype: Regular Time Type: Full time Scheduled Weekly Hours: 40 Department: 210650 Physics & Astronomy 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 Department Coordinator performs, in an independent manner, a wide range of administrative, fiscal and educational responsibilities to support the operations and success of the Physics and Astronomy department. These include administrative tasks, organizing educational programing, expense reports, purchasing, payments, data entry, and communications. This position is the first point of contact for the department and the department coordinator needs to field and direct inquiries to the appropriate area.

Essential Functions

• Office Management: Answers main line and directs inquires appropriately. Oversees office and kitchen supply inventory and orders supplies as needed. Ensures commons room, kitchen and office areas are maintained. Distributes mail and packages. Prepares labels and assists users with UPS and FedEx shipments. Reserves conference rooms. Devises and streamlines processes.
• Educational Programs: Coordinates seminars and colloquia for Astro, Physics and CCQO events each week. Contacts presenters, makes travel arrangements, compiles meeting announcements and orders catering for the events. Sets up/breaks down meetings and events.
• Financial Administration: Processes expense reports for faculty and students. Processes invoices. Enters expense data and reconciles in URGEMS for PAS and URNANO.
• Administrative: Prepares and sends routine and confidential correspondence. Prints materials. Supports CCQO faculty which includes setting up When2Meet polls and meeting coordination for the AFOSR grant. Makes travel arrangements for the PI.
• Communications: Sends routine and targeted department emails. Sends notices for seminars and colloquia. Sets up Zoom calls as needed. Ensures presentations are recorded and archived. Assists with website updates. Maintains listservs. Manages department calendar.

Minimum Education & Experience

Associate's degree and 3 years of progressively responsible experience in administrative support required. Bachelor's preferred. 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.

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.