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:

500108 Health Equity Prog Support Ofc

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.36 - $29.90

Responsibilities:

As a member of the Office of Community Health Optimization, this position is responsible for providing comprehensive operations, finance, and program support. This position plans, organizes, and coordinates business operations in accordance with strategic goals of the department and the organization. Reports directly to the office’s Director. Manages office schedule and maintains departmental policies and procedures. Assists with expense reimbursements and supplier invoices, while working with discretion. Works on special projects as directed. Influences office and institutional parties on concepts, practice and approaches.

Provides finance support, which includes supply inventory and ordering, entering annual operating and capital budget information, providing budget reports for sign off and the monthly budget reconciliation process. Responsible for maintaining confidential data and files, including salaries and personal data needed for emergency contact and escalation. Coordinates, plans and finalizes logistical details for project meetings, retreats and special events, including arrangements for facilities, IT/equipment, catering and other required resources.

Independently provides communications assistance including data management, agenda and minutes management, PowerPoint support, and additional information management and communications as required. Serves as a highly functional and independent resource for general administrative support as needed, involves making independent judgments and decisions to satisfy inquiries in a timely manner, sometimes on tight turnaround times with impending deadlines. Analyzes situations and makes independent decisions affecting the outcome and re-directs to others when appropriate. Communicates with employees on office matters. Contributes to system enhancements.

ESSENTIAL FUNCTIONS

Advanced Financial Support

• Processes a variety of financial transactions. Enters journal entries, purchase orders, and invoices into appropriate system(s). Independently conducts entry and ledger reconciliations.
• Uses judgement in ensuring transactions are accurate, reasonable, and in accordance with university and departmental policies. Investigates any discrepancies and takes corrective action independently as needed to resolve issues. (15%)
• Maintains department p-card, prepares invoices, and completes other administrative tasks using Workday and other financial management systems as required.  Collaborates with Purchasing to establish vendor contracts.  (10%)
• Completes and processes required finance and HR forms, in partnership with departmental leadership, Payroll, Finance, and HR Business Partner as appropriate. Approves payroll. Enters the operating and capital annual budgets into appropriate financial systems. (10%)

Office Management

• Ensures that all employees are equipped properly including workspace preparation, procurement of computer/laptop, etc. (5%)
• Ensures compliance with University policies, procedures, and other regulations as applicable. (5%)
• Ensures basic maintenance of office equipment. Troubleshoots office equipment, computer and software problems, working with ISD or external repair services as necessary.  Acts as liaison to Facilities and Environmental Services. (5%)
• Supports department staff in addressing emerging technology needs and skills as well as trouble shooting technology needs. (5%)
• Develops and maintains office and event program calendar, including hybrid shared work stations, to support goals. (5%)

Human Resources Support

• Maintains confidential data and files, including salaries and personal data needed for emergency contact and escalation.
• As needed, works collaboratively with Leave Administration to process Leave paperwork including, but not limited to: disability, Workers’ Compensation, FMLA, and PFL
• Processes hiring and exiting paperwork for employees as needed; completes follow up activities and maintains department records as required.

Event Management

• Organizes logistics for project meetings, retreats and special events, including making arrangements for facilities, IT/equipment, catering and other required resources.

Other duties as assigned.

MINIMUM EDUCATION & EXPERIENCE

• Bachelor's degree or equivalent combination of education and experience required
• 1 year of experience in a business operation or administrative role required or equivalent combination of education and experience

KNOWLEDGE, SKILLS AND ABILITIES

• Adept at learning new technologies to perform data entry, manage calendars, and creating reports required
• Basic knowledge of Microsoft Office Suite (Word, Excel, PowerPoint) required
• Strong time-management and organizational skills required
• Excellent written and verbal communication skills required

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.