Department Coordinator IV; L50

Job Location:

120 Corporate Woods, Rochester, New York 14623, United States.

Position type:
Full‑time, 40 hours per week, regular worker subtype. Compensation range: $21.36 - $29.90 per hour.

• Provides administrative support within a department, serving as the principal assistant to leadership roles.
• Performs advanced, complex assignments including department accounts with minimal direction and independent judgment.
• Leads other support staff, processes highly confidential administrative information, works with limited supervision.
• 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 efficiency and effectiveness of service delivery.
• Maintains relationships and collaborates with various university divisions.
• 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 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 visitors’ activities and represents the department during their visit.
• Coordinates use of conference rooms and meeting rooms for internal and external users; maintains room‑use calendars.
• Coordinates and makes arrangements for special events, seminars, workshops, and activities.
• Coordinates and develops informational materials, presentations, and communications of various departmental publications.
• May supervise up to two other support staff.
• Prioritizes and assigns work, ensuring staff is trained.
• Conducts performance evaluations.
• Other duties as assigned.

• Associate’s degree and 3 years of progressively responsible experience in administrative support required; or equivalent combination of education and experience.

• Proficiency with Microsoft Office Suite, File Maker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc.
• Knowledge of office procedures, database entry principles, customer service and public relations principles, principles of mathematics, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, and event planning.
• Ability to effectively communicate and interact, both verbally and in writing, with all people.
• 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.