Department Coordinator 4

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):

284 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

210650 Physics & Astronomy

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

The Department Coordinator performs, in an independent manner, a wide range of administrative, fiscal and educational responsibilities to support the operations and success of the Physics and Astronomy department. These include administrative tasks, organizing educational programing, expense reports, purchasing, payments, data entry, and communications. This position is the first point of contact for the department and the department coordinator needs to field and direct inquiries to the appropriate area.

Please provide a resume and a separate cover letter addressed to the Chair of the Department of Physics and Astronomy.

Essential Functions:

• Office Management: Answers main line and directs inquires appropriately. Oversees office and kitchen supply inventory and orders supplies as needed. Ensures commons room, kitchen and office areas are maintained. Distributes mail and packages. Prepares labels and assists users with UPS and FedEx shipments. Reserves conference rooms. Devises and streamlines processes.
• Educational Programs: Coordinates seminars and colloquia for Astro, Physics and CCQO events each week. Contacts presenters, makes travel arrangements, compiles meeting announcements and orders catering for the events. Sets up/breaks down meetings and events.
• Financial Administration: Processes expense reports for faculty and students. Processes invoices. Enters expense data and reconciles  in URGEMS for PAS and URNANO.
• Administrative: Prepares and sends routine and confidential correspondence. Prints materials. Supports CCQO faculty which includes setting up When2Meet polls and meeting coordination for the  AFOSR grant. Makes travel arrangements for the PI.
• Communications: Sends routine and targeted department emails. Sends notices for seminars and colloquia. Sets up Zoom calls as needed. Ensures presentations are recorded and archived. Assists with website updates. Maintains listservs. Manages department calendar.

Minimum Education & Experience:

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Bachelor's 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

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.