Program Coordinator, IMAXED

Rochester, NY


The Program Coordinator performs, in an independent manner, a wide range of administrative responsibilities to support the operations and success of the Institute of Matter at Extreme Energy Densisities (IMAXED) and the NSF Center for Matter at Atomic Pressures (CMAP). These responsibilities include office managerial and administrative tasks, purchasing, planning meetings and events, organizing educational programming, performing online research and benchmarking, correspondence, expense reports, and assisting in preparing reports for the supported areas. This position will perform tasks to be compliant with institutional policies, complete projects related to clerical support, purchasing and accounting, human resources, space, equipment, etc., and appropriately disseminate information to personnel. This position will report to and work closely with the Director and Department Administrator.


Provides administrative and clerical support for meetings, events, and programs:

  • Fields correspondence including in-person visits from students, faculty, staff, and alumni; responds to and/or forwards telephone and email inquiries.

  • Sets up various registration collection methods such as When2Meet polls, Google Forms, etc., and collects and tracks RSVPs.

  • Schedules meetings and provides calendar invitations, email notices, and reminders.

  • Assists with prep, setup, and breakdown for meetings, events, and programs.

  • Sets up room reservations.

  • Orders and sets up catering.

  • Provides parking passes.

  • Prints agendas and prepares other meeting materials.

  • Transcribes meeting notes and makes them available to attendees.

  • Performs follow-up research and administrative action items from meetings.

  • Contributes to project reporting narrative required by sponsors (federal agencies).

  • Meets regularly with Department Administrator and/or Director to discuss tasks.

Fiscal administration:

  • Serves as the department requisitioner/purchaser.

  • Tracks purchases until delivered.

  • Organizes backup documents.

  • Assists in budget updates and projections.

  • Enters expense reports.

Provides communications support for IMAXED and CMAP:

  • Performs data entry and simple research such as benchmarking against other programs and centers.

  • Assists with updating and maintaining website.

  • Assists with social media accounts.

  • Monitors and logs media coverage.

Office management:

  • Answers the main line and answers any inquiries or direct calls appropriately.

  • Directs visitors and students on campus.

  • Oversees office supplies inventory and order any needed supplies .

  • Responsible for organization of supplies and appearance of office space.

  • Tracks office space usage and swipe card access.

  • Checks, receive, and distribute all mail and packages.

  • Responds to or forwards general emails .

  • Provides assistance to the Director, IMAXED and CMAP faculty, postdocs, and students as needed.

Post-award support:

  • Provides post-award programmatic and financial support to IMAXED faculty.

Performs other duties as required.



  • Associate’s degree

  • At least 3 years of office management, accounting, and/or program and event planning experience.

  • Advanced skills with Excel, Outlook, Word and PowerPoint software, and Zoom video conferencing.

  • Social media management.

  • Efficient at multitasking.

  • Excellent attention to detail.

  • Strong people skills and sensitivity to diversity and inclusivity.

  • Self-starter.


  • B.S / B.A.

  • Experience with the UR financial system, sponsored programs, and compliance experience with agencies and university regulations and audits.

  • Experience with Adobe Creative Suite.


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: Sch Engineering & App Sci
Full/Part Time: Full-Time