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University of Rochester Logo University of Rochester · Office Administration

Department Coordinator IV

United States of America, Albany 21.36 - 29.90 USD / Hour · Job Posted February 20, 2026
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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
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