Administrative Assistant IV

GENERAL PURPOSE

The Department Coordinator IV provides administrative support within a department, in addition to serving as the principal assistant to the Director, Program Administrator. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Provides work leadership to other support staff. This position deals with highly confidential information and must be able to work with limited supervision and exercise independent judgment.

RESPONSIBILITIES:

• Account Reconciliation: Provide monthly reconciliation for non-salary expenses for the department. Checks and records transactions requiring specific and specialized knowledge of department accounting procedures. Identifies, tracks, and resolves reconciliation issues related to non-salary expenses. Verify that all documentation is accurate, appropriate and in accordance with university policy and procedures. Run reports out of UR Financials or excel as necessary and assists with distribution of financial reports. Responsibilities require individual to work closely with purchasing, accounts payable, and other University areas as appropriate. May prepare data for operating budgets and for financial reports. Prepares analyses and allocates expenses. Grant support as needed.

• Recruitment and retention: Work closely with Chair, Director, and other support staff to recruit and onboard new faculty. Responsible for faculty appointment and reappointment paperwork. Responsible for processing new and current staff appointment paperwork. Responsible for approving time, processing leave paperwork. Leads onboarding of new staff.

• Provides support to a department to include prepares and reviews reports and documents; attends meetings and take minutes; oversees office management systems; screens and directs calls; manages the time and calendar of Director, including travel and project timelines, choosing, or recommending among competing demands on time. 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 for accommodations, plans, and coordinates activities and serves as a representative during visit. Coordinate use of conference rooms and meeting rooms for internal and external users; maintains calendars for room use and events. Coordinates and plans special events, seminars, workshops, and activities.

• Initiates or authorizes orders for space, equipment, supplies and services.

Other duties as assigned

QUALIFICATIONS:

• Associate's degree required

• 3 years of progressively responsible experience in administrative support required

• Or equivalent combination of education and experience required

• 3 years of progressively responsible administrative support, including lead experience preferred

• CLASP Certified required

• 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 people across diverse backgrounds and cultures required

• Intermediate knowledge of hardware and software functionality preferred

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion 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 status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $20.92 - $29.29 Hourly

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.

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Location: Strong Memorial Hospital
Full/Part Time: Full-Time
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