Department Coordinator Job at Brandeis University (Waltham)

Department Coordinator IV

The Department Coordinator IV provides high-level administrative and program sup...

Location

United States , Rochester

Salary:

21.36 - 29.90 USD / Hour

University of Rochester

Expiration Date

Until further notice

Requirements

Associate's degree required
Bachelor's degree preferred
3 years of progressively responsible experience in administrative support or equivalent combination of education and experience required
Proficient in Microsoft Office with advanced skills in Excel required
Excellent organizational and office management skills required
meticulous attention to detail is essential required
Demonstrated ability to maintain confidentiality required
Excellent communication and interpersonal skills are necessary required
Possess advanced computer skills to use a variety of electronic or online systems for communication and administrative purposes required
Ability to manage multiple activities under pressure and demonstrated ability to meet deadlines in a timely manner required

Job Responsibility

Provides administrative support to the educational program team in managing admissions and graduate educational program activities for the department's PhD and Master's programs
Provides multi-faceted administrative project management for the department
Proactively and effectively manage the time and calendar for the Vice Chair of Education
Handles documentation for new, returning, departing, and graduated trainees in the Preventive Medicine Residency program
Works with the department web architect to maintain the department website
Requests and tracks Public Access forms from all department faculty
Other duties as assigned

Fulltime

Country Operations Department Coordinator

FOUR PAWS is the global animal welfare organisation for animals under direct hum...

Location

Austria , Vienna

Salary:

42000.00 - 47000.00 EUR / Year

FOUR PAWS International

Expiration Date

Until further notice

Requirements

Relevant professional experience in an international context, with proven ability to work effectively across multiple countries is essential
Fluency in English
High proficiency in MS Office (especially Excel and PowerPoint), combined with confidence in digital collaboration and project management tools and the ability to use technology, including AI - to improve efficiency and effectiveness.
Strong competence in structuring information, processes, and workflows
Excellent organisational and time management skills, strong attention to detail, and a proactive, solution-oriented mindset
Ability to manage multiple priorities while maintaining a collaborative working style and high level of discretion
High intercultural competence and the ability to work effectively with diverse teams across different cultural contexts
Passion for animal welfare and FOUR PAWS' vision and mission

Job Responsibility

Holding the administrative space for the department by ensuring smooth and reliable operations and supporting clear coordination and information flow
Providing organisational and operational support to the Country Operations Director and Regional Director Europe, including managing calendars, coordinating travel, and supporting budgeting and expense processes
Facilitating collaboration across teams by coordinating meetings, strengthening digital ways of working, and using AI tools to improving preparation, delivery, and follow-up
Supporting project implementation by tracking timelines, monitoring progress and budgets, and maintaining documentation, reports, and presentations
Organising team events, workshops, and trainings, ensuring effective logistical planning and preparation
Coordinating with external vendors and supporting recruitment and onboarding processes to enabling teams to work effectively from day one
Ensuring alignment with organisational policies and procedures in daily operations

What we offer

Flexible working times with the option of partial remote work
A dog-friendly workplace
Workplace health and wellbeing initiatives
Wiener Linien annual ticket (or partial contribution to Klima Ticket) and pension fund after probationary period
PAWSdays: extra days off at the end of the year on top of your 25 days of annual leave
Birthday leave: extra day off to use around your birthday

Fulltime

Department Coordinator IV, OME Student Services

This role offers the opportunity to work within an innovative culture that is fo...

Location

United States of America , Rochester

Salary:

21.36 - 29.90 USD / Hour

University of Rochester

Expiration Date

Until further notice

Requirements

Associate’s degree
At least 3 years of administrative/office and/or event planning experience, including 1 year in a position which demonstrated the ability to work with minimum supervision
Superior organizational skills, with the ability to handle many projects/assignments at the same time
Excellent oral and written communication skills
The ability to work in a student-centered environment and to express sensitivity towards issues of equity, diversity and inclusion
Strong attention to detail and ability to prioritize
Proficient computer skills including expertise with Microsoft Office, Zoom/virtual conference platforms, interpersonal skills, and customer service skills
Practical knowledge and utilization of computer software tools particularly, Box, and Zoom
Knowledge of and attention to the federal privacy guidelines set forth in FERPA

Job Responsibility

Budget management and coordination of existing medical school events
Administers state licensing and verification paperwork for the School of Medicine and Dentistry MD program
Manages medical school degree verifications, letters, and transcripts
Manages updates to medical school records, digitizing of graduate files and the SMD MD electronic database
Responds to communications and inquiries on behalf of the SMD MD Registrar
Serves as central contact person for the Offices for Medical Student Education
Coordinates and assist with onboarding of medical students
Administers in-person registration for Medical Student Orientation and a two-week course
Managing all aspects of medical school locker assignments
Reviews/Approves medical student room reservation requests

Fulltime

Department Coordinator IV

The Department Coordinator IV provides administrative support within a departmen...

Location

United States of America , Rochester

Salary:

21.36 - 29.90 USD / Hour

University of Rochester

Expiration Date

Until further notice

Requirements

Bachelor's degree and 1 year of relevant experience required
Or equivalent combination of education and experience required
Experience in higher education, K-12, and/or project management required
Ability to collaborate and meet timelines required
Ability to present and communicate information clearly and effectively verbally, in writing and in graphic form required
Attention to detail required
Expertise using Excel and Microsoft Suite required

Job Responsibility

Provides administrative support within a department
Serves as the principal assistant to Senior Director(s), Director(s), Associate Director(s), or other leadership roles
Performs a variety of advanced, complex assignments including department accounts
Provides work leadership to other support staff
Assists the Academic Affairs Associate Director on planning, scheduling, and coordinating various committee tasks and responsibilities
Monitors and tracks progress from initiation to completion relating to projects such as student petitions, academic action, curriculum decisions, academic policies, course evaluations
Manages the course approval process, course evaluations and provide support to partner offices regarding data and technology
Collaborates with cross-functional teams as needed to gather project requirements and updates
Serves as core support to the Academic Affairs Associate Director on special projects related to curriculum and academic policy
Monitors incoming requests and prepares information for regularly occurring committee meetings including College Curriculum and Administrative Committees

Fulltime

Department Coordinator IV

Provides administrative support to Campus Dining & Auxiliary Operations, in addi...

Location

United States of America , Rochester

Salary:

21.36 - 29.90 USD / Hour

University of Rochester

Expiration Date

Until further notice

Requirements

Associate's degree Required
3 years of progressively responsible experience in administrative support. Required
Or equivalent combination of education and experience. Required
Exceptional organization, communication, time management, and problem-solving skills. Required
Proficient in using office software and tools and computer applications, including MS Word, Outlook, and Excel. Required
Capacity to manage a large volume of work and track multiple projects through to completion. Required
Excellent interpersonal skills and able to work with a diverse audience. Required
Attention to detail and accuracy is essential. Required
Ability to execute independent judgment, establish appropriate priorities, monitor deadlines, organize correspondence, materials, and action items. Required

Job Responsibility

Provides administrative support to Campus Dining & Auxiliary Operations, including preparing and reviewing reports and documents, attending meetings and taking minutes, overseeing office management systems, and screening and directing calls
Manages the time and calendar of senior leadership and administrators, including travel and project timelines
Serves as the Campus Dining Office Receptionist
Develops and establishes procedures and schedules to meet the operational needs of Campus Dining & Auxiliary Operations
Maintains required records and reports of activities
Works with team members to collect information to manage various departmental projects
Prepares various statistical reports and presentations
Attends River Campus Administrator Group (RCAG) meetings and disseminates information
Maintains a highly developed organizational system for administrative records
Monitors office expenditures, maintains inventory of office equipment

Fulltime

Department Coordinator IV

The Department Coordinator IV serves as the operational and administrative backb...

Location

United States of America , Rochester

Salary:

21.36 - 29.90 USD / Hour

University of Rochester

Expiration Date

Until further notice

Requirements

Associate’s degree preferred
Equivalent combination of education and administrative experience required
Demonstrated ability to maintain confidentiality in a clinical or sensitive service environment required
Strong organizational and time‑management skills with the ability to manage multiple priorities in a fast‑paced clinic setting required
Clear, professional verbal and written communication skills required
Ability to work collaboratively as part of an interdisciplinary healthcare team and interact respectfully with individuals from diverse backgrounds required
Proficiency in Microsoft Office and scheduling systems
ability to learn clinic‑specific applications required
Demonstrated reliability, attention to detail, and accountability for assigned responsibilities required

Job Responsibility

Serve as the primary coordinator for Family Planning patient intake workflows, ensuring accurate distribution, tracking, and processing of all required documentation
Monitor documentation completeness and timeliness to support patient access, confidentiality requirements, and clinic efficiency
Act as a reliable point of contact for patients and clinical staff regarding intake status, scheduling questions, and administrative follow‑up
Maintain strict confidentiality standards when handling sensitive patient information
Maintain and optimize QGenda, Outlook calendars, and clinic scheduling templates for Family Planning providers and Generalists
Coordinate daily and future clinic schedules to balance patient demand, provider availability, and space constraints
Book and manage operating room (OR) cases for Family Planning procedures, including terminations and birth control services, ensuring accuracy, timeliness, and coordination with surgical services
Anticipate scheduling conflicts or capacity issues and proactively communicate adjustments to providers, surgical teams, and leadership
Ensure clinic and OR schedules, templates, and case bookings remain accurate, current, and aligned with operational priorities
Serve as the central hub for Family Planning educational logistics, supporting a mix of learners including residents, fellows, students, and advanced practice trainees

Fulltime

Department Coordinator IV

Provides administrative and clinical support for a multi-disciplinary clinical t...

Location

United States of America , Rochester

Salary:

21.36 - 29.90 USD / Hour

University of Rochester

Expiration Date

Until further notice

Requirements

Associate’s degree Required
3 years of progressively responsible experience in administrative support Required
Proficiency in Outlook, MS Word, Excel. Required

Job Responsibility

Manage multiple calendars for team leaders, prioritizing access and resolving meeting and clinic scheduling conflicts
prepares materials for presentations and meetings
coordinates travel arrangements and processes travel reports and requests for mileage reimbursement, registration fees etc
responsible for keeping CVs up to date according to most recent guidelines.
Provides support for manuscript preparation including knowledge of citation software and attention to detail to ensure that submissions requirements are met.
Acts as a resource to internal and external inquiries
assists staff as the liaison with internal support services like IT, ISD, HIM, interpreter services and vendors, physicians, medical practices, community health agencies, students and visitors
responsible for handling room requests, sending out meeting agendas and reminders of upcoming meetings.
Attends twice monthly meetings with CCHP Admin, Healthy Living Admin and Ambulatory Admin.
Attends monthly CCHP staff meetings and weekly Healthy Living staff meetings.

Fulltime

Department Coordinator IV

The Administrative Coordinator IV provides administrative support within a depar...

Location

United States of America , Rochester

Salary:

21.36 - 29.90 USD / Hour

University of Rochester

Expiration Date

Until further notice

Requirements

Associate's degree required
3 years of progressively responsible administrative support, including lead experience required
Proficiency with Microsoft Suite, FileMaker 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

Job Responsibility

Provides support to a department to include: prepares and reviews reports and documents
attends meetings and take minutes
oversees office management systems
screens and directs calls
manages the time and calendar of administrator(s), including travel and project timelines
Integrates best practices to enhance the efficiency and effectiveness of the delivery of services
Maintains relationships and collaborates with the various divisions of University
Develops and establishes procedures and schedules to meet operational needs of the department
Maintains required records and reports of activities
responsible for integrity of data

Fulltime

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Department Coordinator

Job Description

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