Department Coordinator IV

Rochester, NY


Job Summary

  • With general direction and considerable latitude, serves as principal executive assistant two senior level executives: the VP and Chief Operating Officer of URMFG and the Senior Director of Strategic Initiatives. Also serves as the primary back up to the Executive Support Administrator to the Chief Executive Officer.

  • The Administrative Assistant maintains a positive service orientation while interacting with departments, senior leadership, clinical chairs and chiefs, and co-workers in resourcefully accomplishing objectives and goals. The Administrative Assistant must maintain a standard of absolute confidentiality of faculty practice management information. Most importantly, the Administrative Assistant must efficiently manage competing and constantly changing priorities in support of URMC and URMFG leaders and management initiatives.

Key Functions and Expected Performances

Reports directly to the Executive Support Administrator of URMFG and provides administrative support to the VP and COO of the Medical Faculty Group and the Senior Director of Strategic Initiatives.


  • Represents senior directors in contact with University officers, government officials, external agencies and corporations, relaying and anticipating senior leadership instructions, preferences, and concerns. Assures officials and others are informed of decisions.

  • Anticipates needs and produces or obtains background materials for decision/conferences/meetings. Independently compiles, edits, and reviews relevant materials and electronically disseminates reading and other preparatory materials prior to meetings and presentation materials for use during the meetings. Attends and distributes minutes to the participants of various committee meetings. Has overall responsibility for integrity of data and quality of finished product being received by participants.

  • Manages time and calendar for COO and Senior Director of Strategic Initiatives, choosing and/or recommending among competing demands on time, referring matters to be handled by others and controlling access to COO.


General support to Senior Director of Strategic Initiatives included to but not limited to:

  • Assist with project management duties associated with different initiatives, including preparing Power Point presentations, Visio workflows, timelines

  • Prepare communications, such as memos, emails, invoices, reports and other correspondence

  • Write and edit documents from letters to reports and instructional documents

  • Processes invoices and expense reports.


  • Plans and makes all administrative arrangements for meetings and special events, including meeting facilities and equipment. Responsible for all administrative arrangements for various events which require extensive travel, registration and hotel accommodations.

  • Composes and signs correspondence. Compiles, edits, and assures accuracy of all materials for reports, correspondence, publications, and presentations. Responsibility for eview, prioritization, and triage of internal and external correspondence, communication and inquiries.


  • Under general direction as to policies and priorities, manages all administrative functions for office including the management, progress and completion of incoming and outgoing deadlines.

  • Manages all administrative records, files, and reports including but not limited to: documents, contracts, and personnel files.

  • Responsible for space, supplies and inventory. Maintain equipment listing, recommend replacement as required. Maintain budget files and prepare summary reports to senior leadership as needed.

  • Ensures office compliance with standard policy and procedures. Conducts fact-finding and composes responses to non-routine inquiries.

  • Supervises support staff.

Background Expectations:

  • Excellent organizational and problem-solving skills

  • Excellent communication skills

  • Excellent customer service skills

  • Ability to work in a team setting with all levels of management and staff

  • Working knowledge of Microsoft Suite (Word, PowerPoint, Excel)


  • Associates Degree

  • 3 years of relevant, executive level administrative experience


  • An equivalent combination of education and experience

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: Medical Faculty Group
Full/Part Time: Full-Time