Department Coordinator IV

University Of Rochester Job Posting

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Job Location:

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

Opening:
Regular

Time Type:
Full time

Scheduled Weekly

Hours:

40

Department: 500233 CVSL Outpatient ACG & CC

Work Shift:

UR
- Day (United States of America)

Range: UR URG 106 H

Compensation Range: $21.36 - $29.90

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.

Provides comprehensive administrative, operational, and programmatic support to Clinical Program Medical Directors, senior Clinical Administrators, faculty, staff, trainees, and visitors within the Division of Cardiology. Coordinates a broad range of administrative functions, including scheduling, communications, office operations, facilities coordination, onboarding activities, meeting and event logistics, and departmental support services. Serves as a primary administrative liaison and resource for internal and external stakeholders, facilitating efficient day-to-day operations and ensuring timely resolution of administrative, operational, and program-related needs.

Maintains departmental records, supports compliance and organizational initiatives, and contributes to a professional, organized, and service-oriented environment across multiple clinical and administrative programs.

• Provides administrative assistance to Clinical Program Medical Directors, senior Clinical Operations Administrators, faculty members, students, trainees, and visitors. Coordinates and responds to administrative requests from internal and external stakeholders.
• Serves as a primary administrative resource and liaison for providers, faculty, staff, trainees, visitors, and external partners, triaging inquiries and requests, directing issues to appropriate resources, and ensuring timely follow-up and resolution.
• Coordinates non-clinical components of onboarding and offboarding activities, including ordering supplies, business cards, lab coats, office keys, photographs, badge/swipe access, workstation setup, office moves, welcome materials, office clean-outs, office signage, nameplates, and other onboarding-related needs.
• Greets visitors to administrative offices, answers phones, and responds to a wide range of inquiries from the public, University officials, hospital administration, faculty, students, and staff. Prioritizes requests and ensures timely follow-up.
• Coordinates facilities-related requests, maintenance issues, office operations needs, equipment repairs, copier/printer service requests, Information Systems and Information Technology support requests, Environmental Services concerns, and procurement of office and program supplies through approved vendors.
• Coordinates the ordering, inventory management, distribution, and stocking of office supplies, printer paper, breakroom supplies, coffee service, commonly used forms, Amazon purchases, and other routine administrative materials.
• Maintains office directories, shared resource areas, departmental postings, flyers, announcements, and other administrative communications.
• Ensures offices, conference rooms, common areas, and shared work spaces remain organized, appropriately equipped, and in good standing; coordinates with Environmental Services and other support departments to address facility-related concerns.
• Maintains confidential files, records, and sensitive departmental information in accordance with organizational policies.
• Performs general administrative and secretarial duties for the Cardiology program, including obtaining, sorting, routing, distributing, and tracking incoming and outgoing mail, interoffice correspondence, packages, and faxes; maintaining files; ordering supplies; and serving as a departmental receptionist.

• Assists with arrangements for faculty speaking engagements for symposiums, conferences, meetings, interviews, and other professional events when needed.
• Coordinates candidate interviews for all levels of staff, including physicians, advanced practice providers, administrative staff, and support personnel when needed.
• Prepares and distributes agendas for meetings; reserves meeting spaces; coordinates travel, lodging, catering, refreshments, room setup, attendance tracking, and logistical arrangements for internal and external providers, visitors, and…