Administrative​/ Program Support Coordinator II, Diagnostic Medical Sonography CHST

Location: City of Rochester

Essential Duties & Responsibilities Ensures the smooth operation of day-to-day office tasks by coordinating with other departments and assisting with various administrative functions as needed

Handles front desk activities by greeting visitors, answering phones, and providing customer support. Serves as the 1st point of contact for assigned area Coordinates and manages calendars, scheduling appointments, interviews, travel, and events. Assisting with or coordinating the preparation/ turnover of meeting space or work/ desk space

Prepares and distributes communications, including emails, memos, and reports, to various internal and external stakeholders

Handles documents, files, and records, ensuring proper filing systems. Secures sensitive and confidential records. Collects data, maintains database records, and assists with data analysis as needed

Manages office supplies, track inventory, and coordinate purchasing to maintain adequate resources for office operations

Assists with HR-related functions, including employee hiring, onboarding, and payroll processing, ensuring adherence to institutional policies

Processes expense reports, recording and receipting payments, creating invoices, and monitoring budgets. Provides purchasing support and p-card processes. Supports budget tracking, assisting with financial record-keeping and ensuring compliance with departmental budget guidelines

Coordinates and assist with event planning and logistical support for meetings, conferences, and other departmental activities

Assists in the preparation and organization of documents, presentations, and reports, ensuring they are accurate and timely

Other duties as assigned

Knowledge, Skills, & Abilities Knowledge of administrative processes, including supply ordering, inventory tracking, and facilities management

Knowledge of human resources practices, including onboarding, payroll processing, and employee records management

Skill in scheduling, organizing, and coordinating meetings, appointments, and events for multiple stakeholders

Skill in handling and processing invoices, purchase orders, and expense reports with attention to detail and accuracy

Ability to communicate clearly and professionally with internal and external stakeholders, addressing inquiries and providing assistance

Ability to handle confidential information with discretion, ensuring compliance with organizational and legal privacy standards

Minimum Education & Experience Associate's degree in related field3 years of relevant experience

Equivalent combination of experience and education may be considered

Job Level Overview Operations, Administrative, Service, or Technical Support Level 2 - An intermediate level role with working foundational knowledge and skills to perform routine and occasionally non-routine tasks. Tasks may require interpretation or deviation from standard procedures. May provide assistance to entry level staff.

Additional Details The Administrative/ Program Support Coordinator provides high-level operational, administrative, budgetary, and customer service support to the Ultrasound (Diagnostic Medical Sonography) Program, the Department of Clinical Health Professions, and Behavioral Health programs. This role ensures the smooth daily operations of the Ultrasound Program in particular, and departmental academic programs more broadly. The Administrative/ Program Support Coordinator supports faculty and students, manages confidential records, coordinates clinical and internship documentation, and contributes to college-wide initiatives, events, and special projects.

The ideal candidate should:

Thrive in a team setting, effectively prioritizing various tasks while showcasing communication, collaboration, and collegiality.

Efficiently manage multiple responsibilities while ensuring high-quality outcomes.

Exhibit strong organizational abilities and proficient time management skills.

Maintain positive and professional relationships with both faculty and students.

FLSA Category Non-Exempt Work Location On Campus Compensation $18-$24 per hour Application Materials When you are ready to complete an application for this position please be prepared to submit…