Administrative Coordinator III

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):

265 Crittenden Blvd, 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:

$21.36 - $29.90

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:

The Department Coordinator IV provides high-level administrative and program support within the Department of Environmental Medicine and Public Health. This role ensures the smooth operation of graduate and education programs, including PhD, Master’s, and Preventive Medicine Residency training, by coordinating admissions, student records, program activities, and accredidation reporting. This role also manages a range of departmental operations, such as scheduling and financial reimbursements. With minimum direction and considerable latitude for independent judgment, performs routine and non-routine duties in the Department of Environmental Medicine and Public Health (EMPH). Provides administrative support within the department, specifically to the Education Team. Expected to perform duties with independent problem solving skills by seeking out and referring to department and University policies and other resources. Processes highly confidential administrative information and works with limited supervision and exercise independent judgment.

ESSENTIAL FUNCTIONS

• Provides administrative support to the educational program team in managing admissions and graduate educational program activities for the department’s PhD and Master’s programs. Responsibilities include coordinating application and admissions processes, assisting with student onboarding and records, scheduling program activities and events, and serving as a resource for students and faculty. Ensures smooth daily operations and compliance with departmental and University policies. Handles the reporting requirements for the Master of Public Health program to maintain accreditation with the Council on Education for Public Health and the Association of Schools and Programs of Public Health.
• Provides multi-faceted administrative project management for the department, which includes arranging for payment of invoices, manages/troubleshoots PCs, printers, copiers, distribution of mail. Creates, distributes and posts written instructional guides for conference rooms, and assists with travel for faculty.   Assists with on-boarding for incoming faculty and staff (IT support/training, departmental policy advisement, and other miscellaneous duties). Utilizing knowledge of University and departmental business expense and travel reimbursement policies, departmental requirements, and grant funding compliance, manages travel arrangements and financial reimbursements for faculty and invited speakers.
• Proactively and effectively manage the time and calendar for the Vice Chair of Education, choosing or recommending among competing demands on time, referring matters to be handled by others. Assists with document preparation, review and compilation of information. Establishes annual schedule for Education Steering Committee and Graduate Program meetings, including scheduling rooms and sending out calendar invitations.
• Handles documentation for new, returning, departing, and graduated trainees in the Preventive Medicine Residency program, including, but not limited to, applications, letters of recommendation, contracts, visas, and health compliance. Manages and monitors required forms and documentation for the Preventive Medicine Residency program. Assists and coordinates program level trainee orientation activities and monitoring trainee progress with GME onboarding requirements. Manages trainee assignments of space and supplies. Attends non-clinical program meetings for education, curricular review, administrative work, and other topics at the direction of the Program leadership.
• Works with the department web