Department Coordinator

Job Location: 500 Red Creek Dr, Henrietta, New York, United States of America, 14623

Worker Subtype: Regular | Full time | Scheduled Weekly Hours: 40 | Work Shift: Day

Compensation Range: $21.78 - $30.53 per hour. Individual annual salaries/hourly rates will be set within the job’s compensation range, considering factors including market data, education, experience, qualifications, expertise, and internal equity.

Responsibilities

• Provides administrative support within a department, serving as the principal assistant to leadership roles.
• Performs 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.
• Prepares and reviews reports and documents, attends meetings, takes minutes, and oversees office management systems.
• Manages the time and calendar of administrators, including travel and project timelines, balancing competing demands.
• Integrates best practices to enhance efficiency and effectiveness in service delivery.
• Maintains relationships and collaborates with various University divisions.
• Develops and establishes procedures and schedules to meet operational departmental needs.
• Maintains required records and reports of activities.
• Shares information, policies, and operational procedures with 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, 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, and serves as a representative during visits.
• 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.
• Develops informational materials, presentations, and communications for departmental 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 above.

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, and 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.