Department Coordinator IV

About the role

The University of Rochester is guided by a deep commitment to Meliora – Ever Better, with core values of equity, leadership, integrity, openness, respect, and accountability. This position supports leadership within Social Work and Patient & Family Services, ensuring operational excellence and administrative support across multiple programs.

Responsibilities

• Act as Department Coordinator for Adult/Med-Surg/ED Social Work, Pediatric/OB-GYN/Gender Wellness Social Work, and select Senior Social Workers.
• Provide administrative support to Guest Services Managers, Associate Director of RN Acute Care Coordinators, and the Manager of the Communications Center as needed.
• Serve as backup Administrative Assistant to the Senior Director of Social Work and the Administrative and Finance Directors of Social Work and Patient & Family Services.

Essential Functions

Administrative Services

• Manage support for two Directors, one Associate Director, two Managers, and Director’s staff; coordinate staff training registrations and licensing payments.
• Coordinate events for supporting departments and Cancer Center Support Groups; develop and design forms, reports, tables, flyers, and PowerPoint presentations.
• Manage and track Patient Care Resources; oversee telecommunications services (pagers, mobile phones, desk phones, voicemail) for staff across multiple accounts.
• Identify and recommend equipment needs; negotiate with vendors and purchase equipment for projects and patient needs.
• Coordinate catering for events and meetings for RN Acute Care Coordinators, Guest Services, and Social Work staff.

Scheduling Management

• Coordinate and schedule candidate interviews for various programs as needed.
• Create, maintain, and post Social Work On-Call Schedules, Peds/Perinatal weekend coverage schedules, and RN Acute Care Coordinators Team Schedules.

Financial Management

• Complete and ensure accurate F-3 Expense reports for staff reimbursements and upload them to Workday for payment distribution.
• Manage supplies and services for outreach teams, including office supplies, RTS bus passes, brochures, and meal vouchers for multiple accounts.
• Complete requisitions for 30-day parking (SPARK) passes for multiple accounts.
• Ensure Patient Care Resources are fulfilled and proper documentation is received for audit purposes.
• Procurement card purchases for multiple departments; reconcile procurement card transactions in Workday.

Data Management

• Manage, log, and maintain data systems via Redcap for Child Protective Services (CPS); log all CPS reports (LDSS-2221A).
• Produce quarterly and end-of-fiscal-year reports; maintain programmatic and statistical reports for CPS.
• Organize and file confidential CPS reports by month/year and retention.

Additional Duties

• Provide coverage for both reception desks in Social Work and Care Management.
• Attend staff meetings as required; serve as backup Administrative Assistant to Senior Director and Administrative and Finance Directors of Social Work and Patient & Family Services.
• Assist in coordination of events for Social Work and Patient & Family Services programs.

Minimum Education & Experience

• Associate’s degree and 3 years of progressively responsible administrative support experience required.
• Or equivalent combination of education and experience.
• The individual must demonstrate excellent interpersonal and customer service skills, consistently exhibit ICARE behaviors, and contribute to administrative support and process improvement.

Knowledge, Skills & Abilities

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, and other relevant software required.
• Knowledge of office procedures, database entry principles, customer service and public relations principles, math, mailing and distribution methods, training principles, leadership principles, budget administration, inventory and supply maintenance, and event planning required.
• Ability to communicate and interact effectively, both verbally and in writing, with all levels of staff and stakeholders.
• Intermediate knowledge of hardware and software functionality preferred.
• Ability to maintain a high level of confidentiality preferred.

The University of Rochester is committed to fostering an inclusive and welcoming culture that advances its mission to Learn, Discover, Heal, Create – and Make the World Ever Better. The University does not discriminate 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.