Department Coordinator IV

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

Opening:

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Time Type:

Scheduled Weekly Hours:

Department:

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Compensation Range:

Responsibilities:

• Mon-Th: 7:30am-6pm, Fri 7:30am-5pm

• Outlook calendar management: with general guidance as to priorities, manages the time and calendar of the clinical chief, academic chief, division administrator, and other clinical leaders as identified choosing or recommending among competing demands on time and demonstrating the ability to prioritize.
• Assists Leadership in preparing for various meetings and projects.
• Provides meeting minutes and summaries for department leadership.
• Arrange and maintain travel itineraries, conference/travel requests, vouchers, and expense reports, payment requests.

• Manages clinic-wide distribution lists and org charts
• Manages Strong Ties outlook calendar invites & access
• Performs duties including but not limited to; triage of calls and visits, maintaining files and ordering/maintaining of office supplies, arranging travel and other accommodations.

• Coordinates new hire faculty on-boarding: eRecord training, MyPath training, badge, parking, prep of workspace, equipment orders, renovation requests (paint/carpet), furniture and supply orders, swipe access, keys, phone setup, business cards, coordinate meetings to introduce to key staff, coordinate meet and greet, adding info to distribution lists, access to appropriate drives, point person/triage for any new employee questions that arise
• Supports new faculty/staff with software systems and troubleshoots system access issues for all staff/faculty as needed.
• Request swipe access for all doors at the hospital and off-site location
• Provides coverage and backup support for front desk. Is a backup contact for new staff and trainees across the division.
• Collects and centrally stores clinic documents

• Backup to practice managers to facilitate Service requests
• Place service calls for shred bins, copy machines, other equipment as needed.
• Liaison with Xerox to help trouble shoot copier malfunctions and communicate respective vendors.
• Backup point person for Facilities / Environmental needs to practice managers
• Supports practice managers in logistics for office moves and manages office equipment including copiers, telephones, and computers
• Manages food orders
• Manages equipment and supply orders including tracking and maintaining accurate records and supply inventories to place orders timely and accurately from approved vendor lists in collaboration with practice managers.

• Process and track reimbursements for the clinic
• Managing RTS bus pass orders
• Manage process for vendor approvals, signatures on contracts and payment of invoices
• Assists division administrator with budget reconciliations: identifying unknown and unusual expenses, obtaining missing invoices, researching status of payments, etc.
• Tracks and processes MH stipends for employees, and faculty/staff education expenses.
• Sets up purchase orders
• Manages uniform orders for clerical positions

• Leads the coordination of events including, annual clinic retreats, leadership strategic planning retreats, and similar events throughout the year.
• Coordinates travel and lodging arrangements for presenters and/or leaders
• Works with presenters to prepare for technology usage
• Collects all forms, documents, signatures, presentations, etc. from presenters

Other duties as assigned

Minimum Education & Experience:

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

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
• 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 required
• Ability to effectively communicate and interact, both verbally and in writing, with all people required
• 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.