University of Rochester · 15 hours ago
Department Coordinator IV
United States
Full-time
Remote
Mid Level
$21.36/hr - $29.90/hr
3+ years expThe University of Rochester is committed to Meliora - Ever Better, and they are seeking a Department Coordinator IV to support the Division of Geriatrics & Aging and the UR Aging Institute. The role involves providing administrative support, managing calendars, coordinating meetings and events, and ensuring compliance with hospital policies.
Health CareMedicalUniversities
Responsibilities
Manages time and calendars within the UR Aging Institute for the Director and Administrator
Schedules meetings for Director and Administrator, often requires working through other departments and Division Coordinators across the University
Manage logistics and coordination of various department meetings; including faculty meetings, off-site, and departments within the university
Assists in the planning of events and conferences. Including booking locations, coordinating catering, working with internal and external vendors, set up and tear down before and after the event and ensuring payment of invoices as appropriate
Plans and attends IBERO events with URAI Director and other division staff to support community engagement efforts
Anticipates the need for, and obtain, background material for conferences and meetings
Secure room assignments, prepare meeting materials and minutes, catering (as needed), send minutes and reminders of upcoming meetings, and keep members informed
Gathers, draft and update departmental information to create PowerPoint presentations for meetings; draft and update letters and communications as needed on behalf of the UR Aging Institute, Director and Administrator
Coordinates travel, lodging and interview schedules for recruitment efforts as well as completing reimbursement forms for expenses incurred during travel
Participates in daily problem solving of URAI operational issues
Monitors URAI email box and triage inquiries accordingly
Represents Division Chief and Administrator in contacts with Department of Medicine and University leadership, patients, faculty, as well as colleagues and collaborators at outside academic institutions, relaying the Division Chief's instructions, preferences, and concerns, and obtaining reports or recommendations
Manages time and calendar of the Division Chief and Program Administrator
Manages logistics and coordination of various department meetings; including faculty meetings, off-site, and within the university, choosing and recommending among competing demands on times and referring matters to be handled by others when possible, controlling access to and prioritizing the calendar of the before mentioned
Anticipates the need for, and obtain, background material for conferences and meetings
Secure room assignments, prepare meeting materials and minutes, catering (as needed), send minutes and reminders of upcoming meetings, and keep members informed
Arranges travel accommodations and departmental events including reservation of meeting facilities and equipment, travel, and meals for large groups; assist in the preparation of program literature; coordinate with service departments of the University and off-site facilities
Coordinates travel, lodging and interview schedules for recruitment efforts
Participates in daily problem solving of Division operational issues
Completes reimbursements for all providers and staff due to travel and authorized purchases
Complete invoice payments in workday via SIR as well as internal UR Purchases by initiating payment via 312 requisitions
Office supply ordering via workday as well as technology ordering from UR Tech Store via initiation of 312 Requisitions
Creates help-desk tickets for issues that arise, maintenance requests, event planning and food ordering
Ensures medical staff and associated support staff comply with policies and procedures including Employee Health, HIPAA, Corporate Compliance, and mandatory in-services
Participates in daily problem solving when operational or technical issues arise
Cross-trains for flexibility to cover other support staff during scheduled/unscheduled absences
Assists in organization with divisional events for; retirements, celebrations, meetings, and retreats
Assists in coordination of Medical student rotations in Geriatrics at Monroe community Hospital
Back up coverage for the division administrative assistant who providers support to medical director and providers based at Monroe Community Hospital
Duties include but are not limited to; maintaining provider (University and non-University based) credentials - 100+ appointed to MCH Medical Staff, reimbursements due to travel, invoice payments, creating help-desk tickets for issues that arise, maintenance requests, event planning and food ordering
Ensures medical staff and associated support staff comply with MCH policies and procedures including Employee Health, HIPAA, Corporate Compliance, and mandatory in-services
Participates in daily problem solving when operational or technical issues arise
Cross-trains for flexibility to support other support staff during scheduled/unscheduled absences
Other duties as assigned
Qualification
Required
3 years of progressively responsible administrative support, including lead experience required
Proficiency with Microsoft Suite, File Maker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc
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
Must comply with HIPPA and be sensitive to confidentiality
Familiarity with hospital policies and Medical Staff By-Laws required
Detail oriented and require only limited supervision
Ability to prioritize multiple activities and exercise excellent judgment
Preferred
Associate degree preferred
Equivalent combination of education and experience preferred
Intermediate knowledge of hardware and software functionality preferred
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 (234)
2024 (126)
2023 (130)
2022 (106)
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
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