Department Coordinator IV

Responsibilities

• Answers main line and directs inquires appropriately.
• Oversees office and kitchen supply inventory and orders supplies as needed.
• Safeguards commons room, kitchen and office areas by ensuring they are maintained.
• Distributes mail and packages.
• Prepares labels and assists users with UPS and FedEx shipments.
• Reserves conference rooms.
• Devises and streamlines processes.
• Coordinates seminars and colloquia for Astro, Physics and CCQO events each week.
• Contacts presenters, makes travel arrangements, compiles meeting announcements and orders catering for the events.
• Sets up/breaks down meetings and events.
• Processes expense reports for faculty and students.
• Processes invoices.
• Enters expense data and reconciles in URGEMS for PAS and URNANO.
• Prepares and sends routine and confidential correspondence.
• Prints materials.
• Supports CCQO faculty which includes setting up When2Meet polls and meeting coordination for the AFOSR grant.
• Makes travel arrangements for the PI.
• Sends routine and targeted department emails.
• Sends notices for seminars and colloquia.
• Sets up Zoom calls as needed.
• Ensures presentations are recorded and archived.
• Affords assistance with website updates.
• Maintains listservs.
• Manages department calendar.

Requirements

• Associate's degree and 3 years of progressively responsible experience in administrative support required.
• Bachelor's preferred.
• Or equivalent combination of education and experience.

Qualifications

• 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, principles of math, mailing and distribution methods, training principles, leadership principles, intermediate to advanced budget administration principles, inventory and supply maintenance principles, event planning.

Skills

• Effective communication and interaction, both verbally and in writing, with all people.

Benefits

The University of Rochester offers a comprehensive benefits package including health insurance, retirement plans, and paid time off.

Pay

Compensation Range: $21.78 - $30.53 per hour.

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.

Schedule

Full-time Scheduled Weekly Hours: 40.

Work Shift: UR - Day (United States of America).