University of Rochester · 9 hours ago
Department Coordinator IV
Hall, MT
Full-time
Onsite
Mid, Senior Level
$21.36/hr - $29.90/hr
3+ years expThe University of Rochester is committed to fostering a welcoming community defined by the values of equity, leadership, and integrity. The Department Coordinator IV will provide administrative support within a department, serving as the principal assistant to leadership, managing calendars, and coordinating events while maintaining confidentiality and exercising independent judgment.
Health CareMedical
Responsibilities
Manages the calendar of the Director and coordinates and schedules meetings
Provides administrative support to the Director
Attends departmental meetings, takes minutes at departmental meetings, distributes to all related parties, stores them in office share drive
Maintains office equipment and supplies
Assists in and performs other duties as assigned by the Director
Responsible for managing the Event and Classroom Management’s website; updates information as needed
Coordinates and oversees highly confidential matters pertaining to the department
Coordinates and develops informational materials, presentations, and communications of various departmental related publications; verifying and ensuring accuracy
Assists event planners with administrative tasks relative to the planning of special event programs, including but not limited to academic conferences, departmental meetings, annual and institutional events
Helps to arrange services with internal and external vendors, including but not limited to , dining services, public safety, parking, furniture rental, floral orders, name badges, signage orders, etc. as directed by the event planner
Creates and manages event registration pages and provides attendance reports to event stakeholders
Provides onsite event day assistance to support events and event planners, as needed
Establishes and maintains positive, productive relationships with various campus constituents and external vendors/ service providers to ensure that service capabilities and client expectations are consistent
With oversight from the event manager, processes and reconciles event payments in University Procurement system
Assists event planners with event billing
Manages annual administrative planning tasks related to the University Commencement weekend
Monitors Commencement phone line to assist students and families with questions and requests
Takes minutes at commencement meetings and distributes to Commencement committee members
Oversees accessibility needs for all ceremonies
Keeps inventory of Commencement supplies, such as vests, lanyards, medals, citation covers, signs, etc. and places orders or assists with the design of supplies as directed
May supervise up to two other support staff to include prioritizing and assigning work; ensuring staff is trained; conducting performance evaluations, and may provide input to leadership regarding hiring decisions and disciplinary matters
Directs and coordinates maintenance of departmental accounts
Prepares data for operating budgets and for financial reports
Prepares analyses and allocates expenses
Coordinates expenditures and property controls; reviews and approves invoices
Initiates or authorizes orders for space, equipment, supplies and services
May coordinate use of conference rooms and meeting rooms for internal and external users; maintains calendars for room use and events
Coordinates and makes arrangements for special events, seminars, workshops and activities
Other duties as assigned
I’d like to leave event technology with you and Jon. You should know what the needs are and work to arrange with our Event Support staff or an outside vendor
Qualification
Required
Equivalent combination of education and experience
Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures
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
Preferred
Associate's degree (preferred) and 3 years of progressively responsible administrative support, including lead experience (preferred)
Proficiency with Microsoft Suite, virtual collaboration tools (Zoom, Box); Adobe, etc
Company
University of Rochester
The University of Rochester is a private research university located in Rochester, New York.
10001+ employees
H1B Sponsorship
University of Rochester has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (168)
2024 (126)
2023 (130)
2022 (107)
2021 (100)
2020 (92)
Funding
Current Stage
Late StageTotal Funding
$20.43MKey Investors
National Science FoundationUnitedHealthcareSociety to Improve Diagnosis in Medicine
2023-09-25Grant· $18M
2023-07-26Grant· $0.07M
2022-09-20Grant· $0.05M
Leadership Team
David Linehan
Chief Executive Officer
Recent News
2025-12-04
Company data provided by crunchbase