Department Coordinator

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

Full time, 40 scheduled weekly hours

Compensation range: $21.78 - $30.53 per hour

Responsibilities

• Provides administrative support within a department, serving as the principal assistant to leadership roles.
• Performs a variety of advanced, complex assignments including department accounts with minimal direction, using independent judgment.
• Provides work leadership to other support staff.
• Processes highly confidential administrative information with limited supervision.
• Supports department operations by 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, balancing competing demands.
• 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.
• Maintains required records and reports of activities.
• Communicates information, policies, and operational 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, and allocates expenses.
• Coordinates expenditures and property controls, and 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 accommodations, plans, and coordinates activities for visitors, serving as a representative during their visit.
• Coordinates use of conference rooms and meeting rooms for internal and external users, maintaining calendars for room use and events.
• Makes arrangements for special events, seminars, workshops, and activities.
• Coordinates and develops informational materials, presentations, and communications for department-related publications.
• May supervise up to two other support staff, prioritizing and assigning work, ensuring training, and conducting performance evaluations.
• Other duties as assigned.

Requirements

• Associate's degree and 3 years of progressively responsible experience in administrative support required.
• Equivalent combination of education and experience may substitute for the Associate's degree.

Skills

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc.
• Knowledge of office procedures, database entry principles, customer service, and public relations principles.
• Understanding of math principles, mailing and distribution methods, training principles, leadership principles.
• Intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning.
• Ability to effectively communicate and interact, both verbally and in writing, with all people.
• Intermediate knowledge of hardware and software functionality preferred.