Department Coordinator IV Job at University of Rochester (Albany)

Department Coordinator IV

University of Rochester

Location:
United States of America , Albany

Category:
Office Administration

Contract Type:
Not provided

Salary:

21.36 - 29.90 USD / Hour

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Job Description:

This position is responsible for supporting the Division of Geriatrics & Aging, UR Aging Institute (URAI) and their Chief/Director and Administrator. Specific responsibilities include providing administrative and office support to Division and URAI leadership for administrative, educational, and patient care functions as well as supporting the activities of the Medical Services program. This position requires familiarity with hospital policies and Medical Staff By-Laws. Due to the diverse nature of these duties, this position requires independent decision making relative to their prioritization and management. The administrative assistant must deal with considerable complexity. The individual must be able to prioritize multiple activities, exercise excellent judgment, display professional attitude and appearance, act independently, be detail oriented, and require only limited supervision. Must comply with HIPPA and be sensitive to confidentiality.

Job Responsibility:

Supporting the Division of Geriatrics & Aging, UR Aging Institute (URAI) and their Chief/Director and Administrator
Providing administrative and office support to Division and URAI leadership for administrative, educational, and patient care functions
Supporting the activities of the Medical Services program
Managing time and calendars within the UR Aging Institute for the Director and Administrator
Scheduling meetings for Director and Administrator
Assisting in the planning of events and conferences
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
Gathers, draft and update departmental information to create PowerPoint presentations for meetings
Coordinates travel, lodging and interview schedules for recruitment efforts
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
Manages time and calendar of the Division Chief and Program Administrator
Arranges travel accommodations and departmental events
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
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
Other duties as assigned

Requirements:

Associate degree preferred
3 years of progressively responsible administrative support, including lead experience required
Equivalent combination of education and experience preferred
Proficiency with Microsoft Suite, File Maker 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 people across diverse backgrounds and cultures required
Intermediate knowledge of hardware and software functionality preferred

Additional Information:

Job Posted:
February 20, 2026

Employment Type:

Fulltime

Work Type:

Remote work

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