Administrative Coordinator III

Rochester, NY


The Administrative Coordinator III supports numerous department activities and must be adaptable to changing responsibilities during the academic year. Works with faculty and staff to provide support for academic courses, coordinates Student Seminar series, and coordinates department mail services. Assists graduate studies Academic Administrator II with admissions processes, new student orientation and work as assigned. Assists with retreats, seminars, and special events as assigned.


This position reports to the Academic Administrator II, Biochemistry and Biophysics Department.


Specific Responsibilities

Facilitate Graduate Courses : With direction from course directors and Academic Administrator II, provides administrative support for 10 departmental courses, including two “core” courses for the School of

Medicine and Dentistry with enrollments of 80+ students, undergraduate laboratory course, seminar courses and Training-Grant specific courses.

  1. Organization

  2. Compiles handouts including laboratory manuals

  3. Creates and posts documents and maintains Blackboard (online course system)

  4. Scheduling and Examinations

  5. Updates syllabi each semester as required

  6. Schedules and attends organizational meetings (both virtual and in person) with course directors and faculty

  7. Compiles and maintains grade spreadsheets in Excel

  8. Directs the process for examinations by notifying faculty, compiling and distributing examinations

  9. Coordinates Biophysics 1st year examination

  10. Schedules Teaching Assistant (TA) hours

  11. Coordinates room scheduling, including virtual sessions

  12. Assists faculty with online grading

  13. Other

  14. Prepares Supplemental Grade Notices as required for faculty signature

  15. Updates University online Course Descriptions and Working Reports that establish semester course offerings

  16. Schedules rooms for courses with Center for Experiential Learning (CEL)

  17. Coordinates Student Seminar Series

  18. Initiates 2-semester student seminar schedule for the academic year

  19. Collects title and abstract from presenters and distributes to faculty and students each week

  20. Tracks student attendance

  21. Coordinates process for seminar awards

  22. Posts information to student database

Support the Graduate Program with direction from the Academic Administrator II. Assist with the running of two Ph.D. programs in the Department:

  1. Assists with graduate admissions for two programs

  2. Compiles application material from several sources

  3. Maintains Excel spreadsheet

  4. Assists with admissions weekend activities including working with student hosts to facilitate activities

  5. Assists with student orientation, semester registration and student recruiting including coordinating Faculty Research Seminar mailings to 60+ schools. Assists with undergraduate diploma ceremony and department events.

Support the general operations of the office under the direction of the Academic Administrator II:

  1. Coordinates all mail services for department (approximately 150 faculty, graduate students and employees) including pick up, sorting, distributing, rerouting, FedEx.

  2. Supports faculty needs including scheduling, typing, copying and special projects. “Troubleshoots” problems contacting relevant services, i.e., facilities, Copy Center, housekeeping.

Other duties as assigned.


  • High School and 2 years of relevant experience required.

  • Or equivalent combination of education and experience required.

  • Advising experience and program management in higher education preferred.

  • Experience with student information systems preferred.

  • Strong communication, including written communication preferred.

  • Strong interpersonal skills working with students, staff, and faculty preferred.

  • Proficiency with Word, Excel and PowerPoint; FileMaker Pro, virtual collaboration too (e.g. Zoom), and Blackboard experience a plus preferred.

  • Ability to quickly learn new systems and programs required.

  • Ability to work both independently and within a collaborative team required.

  • Accuracy and attention to detail as well as the ability to maintain confidentiality required.

Note: This document describes typical job duties and responsibilities, and is not intended to limit management from assigning other work as 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: $18.10 - $25.35 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