Department Coord IV (L50)

Rochester, NY


This position serves as the primary administrative assistant for the Director of the David T. Kearns Center and assists the center with event coordination. The incumbent assists with calendar management for staff on the Kearns Leadership Team (i.e. Director of Graduate Diversity, Assistant Director of College Programs, Assistant Director of Pre-College Programs, etc.). This position also assists with the Director’s administrative functions, including planning and implementing events; assisting with various projects; alumni connection; basic grant research; and data entry.


  • Serves as the administrative support for the Director of the David T. Kerns Center

  • Supports development and maintenance of the Director’s calendar and schedule

  • Researches, compiles, assimilates, and prepares confidential and sensitive documents

  • Reviews communications from the Director including website articles, documents prepared for the Director’s signature, and various other correspondence and reports

  • Takes minutes during meetings and disseminate information;

  • Receives and screens incoming calls and visitors, determine priority status, and make referrals to appropriate staff or provide the requested information

  • Participates in and /or coordinates committees or task forces;

  • Makes travel arrangements; prepare itineraries and maintain travel vouchers and records

  • Supports others in leadership roles in the Kearns Center as needed/assigned

  • Internal and external event and partnership support/management

  • Provides scheduling, communications, and scribe support for partnership with the Thurgood Marshall College Fund (including grant funded initiatives); this may include scheduling zoom meetings for multiple people on many campuses; taking notes; handling travel arrangements; organizing complicated conferences and other meetings

  • Assists the Pre-College team in the Kearns Center with organization of college trips and other events for high school students; this may include national college tours to Washington DC, Boston, California, or other places in the US, and includes bus, air, car travel, hotel reservations, college visits, cultural event reservations, and more. (This includes actually traveling on these trips in addition to leading/assisting in planning)

  • Coordinate events for Kearns Center

  • Assist Kearns Center Assistant Directors with coordination of events including Upward Bound Banquet (300 people); McNair Induction (200 ppl); Meliora Weekend events (~varied); and other regularly scheduled occurrences

  • Coordinate room reservations, RSVPs, catering and more.

  • Work closely with the Office Manager to ensure processes, policies, and budgets are being followed

  • Alongside Center staff, meet regularly with center partners (i.e., OMSA, Greene Center, etc.) to receive information of events Kearns staff can co-sponsor, support, attend, and advertise. Work with the Communications Manager to develop an Events Calendar and a periodic newsletter to share information broadly

Other duties as assigned


  • College graduation required

  • Bachelor’s Degree preferred

  • 1-year of relevant administrative experience or an equivalent combination of experience and training required

  • 2-years’ experience in higher education administrative work or equivalent combination of education and experience preferred

  • Experience with university systems (Workday, HRMS, URStudent, etc.) preferred

  • Strong desire to help fulfill the departments’ objectives of increasing the numbers of low-income, first-generation college students who excel academically; and supporting the climate for equity and inclusion in AS&E required.

  • Sense of humor, patience, ability to communicate effectively, and work on a team are essential.

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: The College
Full/Part Time: Full-Time