Department Coordinator IV

Administrative Support Assistant

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 : 601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening : Regular

Time Type : Full time

Scheduled Weekly Hours : 40

Department : 400454 Environmental Services SMD

Work Shift : UR - Day (United States of America)

Range : UR URG 106 H

Compensation Range : $21.36 - $29.90

Responsibilities

General Purpose : Provides administrative support within a department, in addition to serving as the principal assistant to leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Provides work leadership to other support staff. Processes highly confidential administrative information and works with limited supervision and exercise independent judgment. Hours : Monday-Friday 8am-5pm

Essential Functions :

• Provides support to a department, including preparing and reviewing reports and documents, attending meetings and taking minutes, overseeing office management systems, and screening and directing calls.
• Manages the time and calendar of administrators, including travel and project timelines, choosing or recommending among competing demands on time.
• Integrates best practices to enhance the efficiency and effectiveness of delivery of services.
• Maintains relationships and collaborates with various divisions of University.
• Develops and establishes procedures and schedules to meet operational needs of the department.
• Maintains required records and reports of activities.
• Shares information, policies, and operations procedures to faculty, staff, students, parents, and visitors.
• Interacts with external and internal individuals.
• Prepares various administrative reports.
• Coordinates and oversees highly confidential matters pertaining to the department.
• Directs and coordinates maintenance of departmental accounts.
• Prepares data for operating budgets and for financial reports.
• Prepares analyses and allocates expenses.
• Coordinates expenditures and property controls.
• Initiates or authorizes orders for space, equipment, supplies and services.
• Functions as a liaison to leadership, administrators, faculty, staff, students, and visitors on behalf of the department and / or University.
• Establishes and builds positive working relationships with external agencies and organizations.
• Arranges for accommodations, plans, and coordinates their activities and serves as a representative during their visit.
• Coordinates use of conference rooms and meeting rooms for internal and external users.
• Maintains calendars for room use and events.
• Coordinates and makes arrangements for special events, seminars, workshops and activities.
• Coordinates and develops informational materials, presentations, and communications of various departmental related publications.
• May supervise up to two other support staff. Prioritizes and assigns work, ensuring staff is trained. Conducts performance evaluations.

Other duties as assigned.

Minimum Education & Experience

Knowledge, Skills and Abilities

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.