Administrative Coordinator III Job at University of Rochester (Rochester)

Administrative Coordinator III

University of Rochester

Location:
United States of America , Rochester

Category:
Office Administration

Contract Type:
Not provided

Salary:

18.65 - 26.11 USD / Hour

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Job Description:

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 Responsibility:

Serves as first point of contact for the Office of Academic Affairs within the SMD Dean’s Office
Provide specialized administrative services to the Dean’s Office Academic Affairs team
Perform routine and nonroutine administrative secretarial duties, providing support for the administrative director, the Vice Dean for Academic Affairs, and in support of the SMD Dean’s Office support of the faculty lifecycle
Manages competing demands on his/her time and must be able to prioritize work with latitude in planning and executing projects as required
Supports ongoing needs related to faculty posting and recruitment, appointment documentation, faculty welcome event, faculty recognition celebration, and administratively coordinating the faculty annual review process for faculty
Construct routine and non-routine correspondence as needed, which is of confidential nature
Arrange physical space and vendors as needed, order supplies, process expense forms
Provides administrative assistance to the Office of Academic Affairs within the SMD Dean’s Office, serving as initial contact for senior leaders, faculty, staff, and external customers
Maintain the calendar of the director, and coordinate individual and group meetings as needed
Cross-cover for the Vice Dean’s administrative coordinator as needed
Demonstrates professionalism and empathy in triaging a wide range of inquiries and calls, often involving confidential and/or sensitive content
Independently review faculty appointment documentation uploaded to Box, distribute to OAA team members as appropriate by faculty type and rank
Review and process junior faculty professional reappointment materials, updating appointments in the SMD Faculty Roster database
Construct and distribute Vice Dean appointment confirmation letters for junior faculty
Enter relevant junior faculty appointments on the monthly agenda and monthly mailing list and distribute the agenda each month for review by MEDSAC
Regularly construct report of, review and analyze the status of lapsed faculty appointments
Independently serve as point person for faculty job postings and recruitment forms
Compile and maintain list of faculty awards and honors
Administratively coordinate SMD Faculty Annual evaluations
Serve as lead team member in the organization, coordination and execution of: SMD new faculty welcome
SMD faculty recognition event
Manage SMD faculty mentoring awards process, including call for nominations, committee coordination and selection, as well as notification to awardees and nominators
Regularly (daily) check OAA main voicemail, triage calls and relay messages to appropriate team members or others
Retrieve and distribute mail from the post office
Manage OAA conference room reservations and requests from team members for meetings
Order supplies
Facilitate Office of Academic Affairs web site content updates and process document updates as needed
Additional duties as assigned by the director or as needed for cross-coverage of team responsibilities

Requirements:

High School diploma or equivalent
At least 2 years of experience in similar position or equivalent combination of education and experience
Proficiency in Microsoft Office Programs including Power Point and Excel, Workday, Box and MyPath
Excellent writing and editing, communication, interpersonal and organizational skills focused on customer service
Works collaboratively with all levels of faculty and staff and maintains confidentiality of information at all times
Strong attention to detail and the ability to work independently under general direction

Nice to have:

Knowledge of Web Design and Publishing software is desirable
Knowledge of REDCap

Additional Information:

Job Posted:
February 21, 2026

Employment Type:

Fulltime

Work Type:

Hybrid work

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Job Link Share:

Administrative Coordinator III

University of Rochester

Location:
United States of America , Rochester

Category:
Office Administration

Contract Type:
Not provided

Salary:

Job Description:

Job Responsibility:

Requirements:

Nice to have:

Additional Information:

Job Posted:
February 21, 2026

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