Department Coordinator IV

Rochester, NY


Provides administrative support to Department of Microbiology and Immunology and Center for Vaccine Biology and Immunology in a variety of assignments. Serves as principal assistant to Department Chair. Responsible for data entry and organization of all expenditures in the department and center, working with minimal direction. Acts as primary purchasing resource for labs, processing internal requisitions, supplier invoice requests and reimbursements. Serves as primary contact for all facility needs, and manages equipment and physical property inventory in departmental and institutional databases. Assists with special projects as directed.


  • Manages calendar and commitments for the Chair of Microbiology and Immunology, recommending and advising competing demands on time as appropriate. Anticipates need for, and obtains information for planned meetings, and prepares itineraries/agendas as needed. Manages travel reservations and reimbursements for Chair.

  • Under general direction and with latitude for exercise of independent judgement, represents the Chair and Department of Microbiology and Immunology, interacting with parties internal and external to the university with the utmost sensitivity and decorum.

  • Assists labs with purchasing, processing requisitions, supplier invoice requests, and reimbursements. Collects backup documentation on all departmental expenditures from various sources, including research labs, CART, University IT, Facilties, and P2P and inputs data into URGEMS. Ensures complete and accurate data entry, initiating corrective action and recommending solutions as appropriate. File source documentation and manage physical files in preparation for monthly ledger reconciliation. Run, print and sort all monthly reports from URF. Archive non-grant accounts and fully closed grants on an annual basis.

  • Serves as primary contact for all facility needs including Housekeeping, Facilities, University IT, Environmental Health & Safety, etc. Coordinates Facilities-related projects including lab and office moves, renovations, and lab decommissioning. Coordinates annual recertifications of Biosafety Cabinets. Gatekeeper for access to department.

  • Manage the equipment and physical property inventory in departmental and institutional databases. Assist faculty with the purchase of scientific equipment or computing devices to ensure budgetary and coding compliance. Ensure compliance of institutional and sponsor policies for the management of inventory, including the selling, transfer, or disposition of equipment. Maintain database, prepare reports, and participate in audits and survey completion. Monitor yearly equipment maintenance contracts and other blanket purchase orders, ensure appropriate FAO’s are charged at agreed upon distributions and renewals are submitted to Purchasing in a timely manner.

  • Provides general secretarial support and assists Business Administrator I and Assistant Director with planning and executing departmental events and programs, and obtains and prepares information and reports on their behalf.

Other projects and job duties as assigned.


  • Associate’s Degree required

  • Bachelor’s Degree preferred

  • 3 years of progressively responsible experience in administrative support; or an equivalent combination of education and experience required.

  • Adept at learning new technologies to perform data entry, manage calendars, and creating reports required required.

  • Excellent written and verbal communication skills required.

  • Strong time-management and organizational skills required.

  • Knowledge of Microsoft Office Suite, virtual collaboration tools (Zoom, Box), Adobe. Familiarity with Workday, URGEMS required.

  • Ability to work well with others as part of a team as well as independently required.

  • Office procedures, database entry principles, customer service and public relations principles required.

  • CLASP Certification required within 1 year required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: School of Medicine & Dentistry
Full/Part Time: Full-Time