Department Coordinator IV

Rochester, NY


General Purpose:

With general direction and latitude for initiative and judgment, performs routine and non-routine duties requiring advanced secretarial or word processing skills and proficiency in a research center.

  1. Greets and orients new visitors in person and on the phones, makes referrals to appropriate office staff. Sorts and routes mail and email. Responds to routine correspondence. Coordinates lab/room access, swipe and key distribution, coordination with Gatekeeper for swipe access to CVS assigned areas. (2%)

  2. Provides administrative support to the Director, Center for Visual Science and other faculty members. Maintain multiple center and faculty calendars and schedules. Reserve conference rooms for meetings and conferences. (10%)

  3. Purchasing for CVS labs, to include purchase orders in Workday, internal 312 requisitions, and PCard transactions. PCard reconciliation. Entry of purchases into URGEMs. Ensuring order and packing slips are combined together. (30%)

  4. Manages routine space and equipment tracking, data entry in URSpace and yearly audits. (5%)

  5. Schedules, coordinates, and manages all CVS special events and colloquium, to include the Boynton, Knill, and Postdoctoral lecture series. Schedules space, technical support and catering needs. Creates and electronically distributes announcements of seminar series, academic events and meeting schedules to attendees via Slack and/or email. Manages arrangements for travel, hotel accommodations and registration as well as organizing meeting itineraries for visiting faculty and external speakers. Processes reimbursements and honoraria. (10%)

  6. Provides administrative support for faculty, staff, students in the center traveling on university business, including membership, registration, travel arrangements, payments, reimbursements, and other activities necessary to ensure successful travel. (15%)

  7. RSRB administrative paperwork. Assist CVS Director and other faculty who do research that involves human subjects. Handle administrative activities associated with starting up and conducting human subject research studies in vision science. Assist faculty writing and submitting IRB protocols. Keep regulatory binders up to date. Generate annual report to Finance Update UR IRB with protocol changes and yearly renewals. (20%)

  8. May control grant petty cash accounts as well as handle subject reimbursements that exceeds cash limitation. (3%)

  9. Assist Dept. Administrators with Progress reports and grant deadlines and upload into eRa Commons when needed. (5%)


  • Associate's degree and 3 years of progressively responsible experience in administrative support required.


  • Strong communication skills, including written communication preferred.


  • Attention to detail, organizational, and analytical skills. Strong technical skills including Microsoft office.

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