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):

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

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

400039 Environmental Medicine

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

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.

Responsibilities:

This role provides administrative and communications support and project management assistance for the Department of Environmental Medicine and Public Health Sciences (EMPHS) and the Institute for Human Health and the Environment (IHHE), as well as other programs and centers administered in the EMPHS Department, including the NIEHS Environmental Health Sciences Center. Work with IHHE Director and IHHE pillar leaders to provide administrative support for all aspects of IHHE. Provide support to faculty and the Director of Research Operations in the Department of EMPHS, and departmentally administered programs. With the Director of Operations and the Department Chair, manage communications within department and across departmental programs and stakeholder groups. Provide work leadership to other support staff. Processes highly confidential administrative information and works with limited supervision and exercises independent judgement.

Essential Functions:

• Works closely with the IHHE Director and Department Chair, vice chairs, IHHE pillar leaders and leadership teams, to assist with planning, organizing, implementing, and evaluating internal programs. Program management activities include developing monthly and yearly action plans, monitoring programmatic resources, recommending process improvements, and providing ongoing administrative support for IHHE meetings, events, and initiatives, and for other workshops, symposia and seminars sponsored by the department and departmentally led programs. Proactively and effectively manage the time and calendar for the Vice Chair of Research, choosing or recommending among competing demands on time, referring matters to be handled by others.
• Logistical assistance with planning and executing events for the department and departmentally administered programs, including but not limited to IHHE and EHSC. Events including seminars, workshops and retreats. Responsibilities include, but are not limited to, advertising/publicity, reserving rooms/facilities for events, in-person and virtual technology, speaker invitations, travel and hotel accommodations for external speakers.
• Facilitate communication about the Department, IHHE, EHSC, and other departmentally administered programs to raise awareness of activities and accomplishments both internally (within the University of Rochester and Medical Center) and externally. Work with University Public Relations and URMC Communications, and other individuals and groups as appropriate to create and maintain written, web-based, social media, and graphic communication materials to promote and share IHHE activities and accomplishments. Compile and disseminate regular internal and external communications including, but not limited to, brief highlights, newsletters, social media posts, and other means of sharing accomplishments, time sensitive information, and other pertinent information with the departmental ‘community.’
• Assist in organizing, establishing, and administering programs to support IHHE and EHSC research catalyst/pilot project grants, summer fellowships and community-based grants. Duties include distributing the program request for applications to various communication outlets, coordinating submissions and reviews, processing awards, and ensuring compliance with pre-award requirements (IRB/UCAR). Maintains databases to track projects, publications and outcomes for annual reporting and evaluations. Coordinates awardee presentations, tracks compliance requirements and gathers data for progress reports.  Works with grants management specialist to establish account set up and monitoring for funded projects.
• Plan and coordinate departmentally supported seminar series, workshops and symposia. Establish and maintain positive working relationships with external agencies and organizations. Working with the faculty coordinator for the event, plan schedules in advance of and during event, which includes taking lead on reserving appropriate space, ensuring appropriate media are in place, and other logistical arrangements (e.g., food/beverage, audiovisual).  Communicate directly with invited speakers and develop schedules for their visits (either in-person or virtual); follow-up as needed. Arranges for visitor travel, accommodations, and coordinates visitor activities and serves as a representative during their visit. Publicize the seminar/symposia/workshop within the department, EHSC, and IHHE, as well as throughout the Medical Center and University, and when appropriate with external community.
• Responsible for maintaining a safe and efficient office environment by working with Facilities, Environmental Services, and outside vendors.  Maintain schedule for department conference rooms and ensure they are set up for classes, seminars, and monthly faculty and staff meetings.   Serve as point of contact for Facilities requests and follow-up. Order and maintain inventory of supplies for the office.  
• Other duties as assigned

Minimum Education & Experience:

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

Knowledge, Skills & Abilities:

• 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
• Knowledge of University policies and procedures, familiarity with personal computers and MS Office (MS Word, Power Point, Excel, etc.) preferred.
• Must have the ability to manage multiple activities under pressure and demonstrated ability to meet deadlines. This position requires good judgment, independent thinking, effective organization and multi-tasking skills.
• Must be organized, detail oriented, able to work in a team environment, and be able to anticipate needs, prioritize assignments and proactively resolve issues/problems.

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.