Department Coordinator IV

Rochester, NY


The Operations and HR Administrator is a member of the General Pediatrics administrative team. This position coordinates and organizes Human Resources activities, assists with management of the financial activities of the General Pediatric Division, and in negotiation and execution of service contract agreements. This position operationalizes policies and procedures, managing general staffing issues, providing stewardship for facilities, information systems, inventory and other assets, and managing communications throughout the division.

Additionally, prioritizes and manages the office, time and calendar for the Division Chief of General Pediatrics. Represents the Division of General Pediatrics by acting as resource for inquiries, both internally and externally. Plans and arranges meetings, special events, recruitment candidate interviews, including arrangements for facilities, equipment, travel and accommodations for the Division Chief and candidates. Serves as a Divisional resource for general operational support as needed by faculty, fellows, staff, and students.


  1. Manages administrative processes related to Human Resources.

  2. Work with Pediatrics Faculty Administrator and Division Administrator on faculty appointments. Coordinates activities related to faculty new hires, reappointment, and promotion, including gathering required documentation and preparing package for departmental and dean review.

  3. Assists with job posting process, faculty and staff FTE management, and coordinates student hiring and termination processes with student employment and HR description preparation, completes required forms and secures appropriate approvals.

  4. Provides administrative support for credentialing. Maintains credentialing data and manages divisional record of professional licensure, certificates, and staff mandatories. Identify risk of non-compliance.

  5. Interpret policy and regulations, establish division policies and workflows to meet operational needs.

  6. Communicates information on new faculty, staff and students to division.

  7. Responsible for staff compliance with mandatory training and in-service requirements.

  8. Continuously promote employee engagement such as, but not limited to, work related team building activities and employee recognition throughout the division.

  9. Supports on-boarding and off-boarding activities, including securing and terminating access to university and division systems, checklist activities and exit interviews. Supports on-boarding activities, including securing access to university and division systems as needed.

  10. Cross-covers division’s Timekeeper during absences.

  11. Provides division-wide and departmental administrative support

  12. Co-coordinates agenda for Division Meetings (Faculty & Staff). Presents administrative updates as needed.

  13. Manages and updates the Division website and SharePoint site.

  14. Researches and communicates funding opportunities to Division Chief, Division Administrator and Principal Investigator when appropriate or assigned.

  15. Provide administrative support for multiple, complex and detailed grant submissions.

  16. Manages the development of grant pieces among relevant team members, like budget, sign-off, facilities, resources, biosketches, etc. Maintain and updates faculty CVs, including MyNCBI and publication compliance.

  17. Tracks and manages faculty budgets for research, travel and licensing.

  18. Plans and oversees Divisional advancement events, coordinates marketing efforts.

  19. Reviews and ensures all web-based information is up-to-date.

  20. Handle a variety of administrative tasks related to and required from faculty and Division Administrator.

  21. Serves in multiple divisional committees to enhance and promote employee engagement.

  22. Coordinates and manages facilities, information systems, assets and inventory

  23. Manages all Gen Peds facilities, including personnel moves and requesting repairs. Ensures space has appropriate telecommunication and IT access.

  24. Works with ITS to manage billing for copy cards and telecommunications. Issues new cards and initiates account changes as needed.

  25. Plans for capital equipment renewal/replacement or lease, ensuring equipment meets safety requirements and provides the most appropriate level of functionality for end-users. Performs an internal audit annually of all capital and computer equipment, based on contents in university or department asset databases. Serves as primary contact for internal and external audits for equipment questions.

  26. Coordinates with Space Planning for inter-divisional spacing moves, liaisons between facilities and administration for building and directory updates

  27. Provides access to division-assigned space, including swipe access and key distribution. Keeps the University’s space system updated with occupant information.

  28. Maintains inventory of office supplies, establishing reorder levels and initiating procurement requests. Identifies appropriate funding sources for shared and program-specific items.

  29. Supervision of Secretary (5%)

  30. Train individual in processes and procedures as they relate to his or her administrative functions within the Division of General Pediatrics

  31. Daily Supervision, HR functions, evaluations and timekeeper for the Division Secretary.

Other duties as assigned


  • Associate’s degree required

  • Bachelor’s Degree preferred

  • 3 years of progressively responsible experience in administrative support required

  • Ability to work in fast paced environment, prioritize tasks based on competing deadlines required

  • Ability to communicate effectively in written and verbal correspondence required

  • Advanced administrative and software skills, including Microsoft Office (specifically Outlook, Word and Excel) preferred

  • Ability to independently problem solve and identify creative solutions to complex problems 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: $20.92 - $29.29 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