Department Coordinator IV

Rochester, NY


The Department Coordinator IV provides administrative support within a department, in addition to serving as the principal assistant to Senior Director(s), Director(s), Associate Director(s), or other leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Provides work leadership to other support staff. This position deals with highly confidential information and must be able to work with limited supervision and exercise independent judgment.



  • routine office duties such as phone triage, meeting and travel arrangements, copying, meeting scheduling, agenda/minute preparation and other assigned office needs for assigned locations

  • Assigned projects including but not limited to:

  • Division sponsored education (ex. Clinical conference), new procedures, expansion projects (internal/external) and CME events (ex: education sponsorship, visiting professor series, GUT Club).

  • Represents the division at meetings, events and trainings

  • Covers administrative staff tasks when needed to ensure operational efficiency and success

Inventory and Supply support for Division:

  • In collaboration with Senior Financial Analyst and Nursing Leadership develops and maintains:

  • Inventory management systems for ordering and tracking

  • Primary point of contact for Inventory request system and processing

  • Furnishes division reports and information associated with supply and inventory as requested for the development of strategic objectives and budgets

  • Completes monthly reconciliation division financials to include but not limited to inventory and supply requests

  • Assists with business improvement planning as assigned

  • Assists with budget review and development

  • Assists with capital submissions and tracking

Time Management

  • Primary responsibility for weekly, bi-weekly and monthly time keeping for Sawgrass Nursing

  • In collaboration with Senior Financial Analyst ensures timely and accurate time reporting for division and assigned locations

  • Assists with development and tracking of faculty time

Clinical Services:

  • Responsible for monthly on-call / service schedules, faculty, APP and administrative time off calendar, educational and conference schedules

  • Faculty Credentialing/Appointment:Division interface with the Chair of Medicine’s Office for all faculty appointments, hospital privileging, and payer credentialing

  • Ensure completion of all requirements for timely appointments renewals, re-privileging, and re-credentialing associated with faculty re-appointments

  • Provides support for onboarding new faculty, interviewing, contracts/recruitment, faculty appointment, hospital privileging, and payer credentialing

Other Duties as assigned:

  • Supports seasonal departmental and divisional activities and initiatives

  • Performs administrative duties as needed to support departmental and division goals and objectives


  • Associate's degree required.

  • 3 years of progressively responsible administrative support, including lead experience preferred

  • Equivalent combination of education and experience required

  • Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box); Adobe, etc. rerquired

  • 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.

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: Strong Memorial Hospital
Full/Part Time: Full-Time