Department Coordinator IV

Rochester, NY


General Purpose:

Serves as principal assistant to Senior University Faculty and Administrator, providing office supervision and coordinating support services; manages the administrative services and specialized support functions of the URMC Mindful Practice program; performs related duties.

With minimum direction and considerable latitude for independent judgment, the Department Coordinator IV will develop considerable expertise in managing Dept. of Family Medicine research program marketing, performance and reporting initiatives. The Department Coordinator IV.

will also be responsible for considerable administrative details and office management duties as described further below.


(Essential 25%) Department Management:

  • Provides support to a department to include: prepares and reviews reports and documents; attends meetings and take minutes; oversees office management systems; screens and directs calls; takes deliveries made to building; manages the time and calendar of faculty, choosing or recommending among competing demands on time.

  • Reviews invoices for accuracy and appropriate charges. Requests payments.

  • Coordinates between in-person workshop requirements along with online meeting logistics and accommodations for research programs as well as Department initiatives.

  • Works with Purchasing for vendor and consultant contract evaluations.

  • Works with Student Employment to hire and manage time-reporting of students.

(Essential 15%) Staff and vendor supervision:

  • Coordinates and directs the activities of the clerical and other support services of the research division, including secretarial staff and multiple consultant services.

  • Direct activities of ISD on our updates in pricing and content for the Mindful Practice website, including Blog development and updates.

  • Oversee activities of the Center for Experiential Learning to ensure Mindful Practice program compliance, accurate payments and optimal registrations.

  • Counsels staff and contractors with respect to University and department rules and services, making referrals as indicated and rendering decisions or approvals with established policy.

(Essential 30%) Operational management for Mindful Practice program, Department and Division initiatives:

  • Manage several email accounts; distribute to faculty, staff and vendors as appropriate.

  • Manage survey/registration software, including MailChimp and RedCap; survey development and distribution, export to Excel for reports, and to PDFs for applications.

  • Update Mindful Practice in Medicine website.

  • Plan and makes all administrative arrangements for meetings and special events, including meeting facilities and equipment, travel, accommodations and meals for large groups; assists in the preparation of program literature; coordinates with service departments of the University.

(Essential 30%) Administrative Assistant to faculty members including:

  • Manages the time and calendar for research division faculty members, choosing or recommending among competing demands on time, referring matters to be handled by others.

  • Anticipates the needs from and obtains background material for International faculty for program trainings and conferences.

  • Compiles, edits, checks for accuracy material for manuscripts, reports, correspondence, publications and presentations.

  • Prepares and signs routine correspondence; composes correspondence on upcoming workshops and seminars.

  • Creates and updates CVs, e-CVs and Biosketches as needed.

(Essential) Other duties as assigned.


  • College graduation or an equivalent combination of experience and training.

  • Three years of relevant administrative experience.

  • Proficiency with Microsoft Suite, Workday, P2P, virtual collaboration tools (Zoom, Box); Adobe, etc.

  • 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.

  • Ability to effectively communicate and interact, both verbally and in writing, with people across diverse backgrounds and cultures

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: $20.38 - $28.56 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.

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 051 Department of Family Medicine
Schedule: 8 AM-4:30 PM