Job Information
University of Rochester Administrative Coordinator III in Rochester, New York
GENERAL PURPOSE:
The Administrative Coordinator III supports numerous department activities and must be adaptable to changing responsibilities during the academic year. Works with faculty and staff to provide support for academic courses, coordinates Student Seminar series, and coordinates department mail services. Assists graduate studies Academic Administrator II with admissions processes, new student orientation and work as assigned. Assists with retreats, seminars, and special events as assigned.
SUPERVISION :
This position reports to the Academic Administrator II, Biochemistry and Biophysics Department.
RESPONSIBILITIES:
Specific Responsibilities
Facilitate Graduate Courses : With direction from course directors and Academic Administrator II, provides administrative support for 10 departmental courses, including two “core” courses for the School of
Medicine and Dentistry with enrollments of 80+ students, undergraduate laboratory course, seminar courses and Training-Grant specific courses.
Organization
Compiles handouts including laboratory manuals
Creates and posts documents and maintains Blackboard (online course system)
Scheduling and Examinations
Updates syllabi each semester as required
Schedules and attends organizational meetings (both virtual and in person) with course directors and faculty
Compiles and maintains grade spreadsheets in Excel
Directs the process for examinations by notifying faculty, compiling and distributing examinations
Coordinates Biophysics 1st year examination
Schedules Teaching Assistant (TA) hours
Coordinates room scheduling, including virtual sessions
Assists faculty with online grading
Other
Prepares Supplemental Grade Notices as required for faculty signature
Updates University online Course Descriptions and Working Reports that establish semester course offerings
Schedules rooms for courses with Center for Experiential Learning (CEL)
Coordinates Student Seminar Series
Initiates 2-semester student seminar schedule for the academic year
Collects title and abstract from presenters and distributes to faculty and students each week
Tracks student attendance
Coordinates process for seminar awards
Posts information to student database
Support the Graduate Program with direction from the Academic Administrator II. Assist with the running of two Ph.D. programs in the Department:
Assists with graduate admissions for two programs
Compiles application material from several sources
Maintains Excel spreadsheet
Assists with admissions weekend activities including working with student hosts to facilitate activities
Assists with student orientation, semester registration and student recruiting including coordinating Faculty Research Seminar mailings to 60+ schools. Assists with undergraduate diploma ceremony and department events.
Support the general operations of the office under the direction of the Academic Administrator II:
Coordinates all mail services for department (approximately 150 faculty, graduate students and employees) including pick up, sorting, distributing, rerouting, FedEx.
Supports faculty needs including scheduling, typing, copying and special projects. “Troubleshoots” problems contacting relevant services, i.e., facilities, Copy Center, housekeeping.
Other duties as assigned.
QUALIFICATIONS:
High School and 2 years of relevant experience required.
Or equivalent combination of education and experience required.
Advising experience and program management in higher education preferred.
Experience with student information systems preferred.
Strong communication, including written communication preferred.
Strong interpersonal skills working with students, staff, and faculty preferred.
Proficiency with Word, Excel and PowerPoint; FileMaker Pro, virtual collaboration too (e.g. Zoom), and Blackboard experience a plus preferred.
Ability to quickly learn new systems and programs required.
Ability to work both independently and within a collaborative team required.
Accuracy and attention to detail as well as the ability to maintain confidentiality required.
Note: This document describes typical job duties and responsibilities, and is not intended to limit management from assigning other work as 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: $18.10 - $25.35 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.
Apply for Job
Careers
Sign In
New User
Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening:
Schedule: