Department Coordinator IV

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location (Full Address):

601 Elmwood Ave, Rochester, New York, United States of America, 14642

Opening:

Worker Subtype:

Regular

Time Type:

Full time

Scheduled Weekly Hours:

40

Department:

500008 Program Administrators

Work Shift:

UR - Day (United States of America)

Range:

UR URG 106 H

Compensation Range:

$21.78 - $30.53

Responsibilities:

Provides administrative support within a department, in addition to serving as the principal assistant to leadership roles. Responsible for performing a variety of advanced, complex assignments including department accounts working with minimal direction under their own initiative and latitude for independent judgment. Processes highly confidential administrative information and works with limited supervision and exercise independent judgment.

Essential Functions:

Nursing Informatics Support - 20%

• Coordinates nursing communication badge device administration, including maintaining badge inventories, logging returned badges, replacing batteries, cleaning badges, and processing badge assignments for new staff and orientation classes.
  • Processes nursing communication badges for employee onboarding and orientation, ensuring timely programming, assignment, and distribution.
  • Coordinates procurement of communication badges by obtaining vendor quotes, initiating purchasing requests (P2P), and maintaining adequate inventory levels.
• Coordinates procurement, deployment, and lifecycle management of clinical mobility phones, including ordering devices through Information Technology, coordinating programming with vendor support teams, and maintaining equipment inventories.
  • Develops and maintains standardized processes for nursing communication systems, ensuring accurate tracking of communication devices, inventories, assignments, and replacements.
  • Maintains records related to nursing communication devices, phone inventories, and operational metrics to support departmental reporting and operational needs.
• Integrates best practices to enhance the efficiency and effectiveness of delivery of services. Maintains relationships and collaborates with various divisions of University. Develops and establishes procedures and schedules to meet operational needs of the department. Maintains required records and reports of activities.
  • Coordinates annual service agreements and quarterly billing activities for communication systems, including Ascom, Maza, and Midmark technologies, ensuring timely contract renewals, invoice processing, and vendor coordination.
  • Collaborates with Nursing, Information Technology, Clinical Engineering, Purchasing, and external vendors to ensure reliable operation of communication technologies supporting patient care.

Professional Nursing Council Support - 20%

• Provides weekly support to the Professional Nursing Council (PNC) by assisting council and sub-council leaders with Monthly PNC Meetings, meeting minutes, meeting setup, Annual Nurses Week Planning, Annual PNC Retreat Planning support
  • Support for PNC's various communication channels, including newsletters, SharePoint sites
• Provides support for the Daisy Award Program, processing of submissions for selection process, scheduling essential attendees, leaders, winners, and rooms 
• Assists in the maintenance of PNC Budget. Prepares data for the operating budget and the financial report. Prepares analyses and allocates expenses. Coordinates expenditures and employee expense reports. Initiates or authorizes orders for space, equipment, supplies, and services.
  • Coordinates purchasing activities related to PNC activities and events, including obtaining vendor quotations, processing purchase requisitions, monitoring invoices, reconciling expenditures, and supporting annual contract renewals.

Chief Nursing Executive/ Chief Nursing Officer Office Support - 60%

• Functions as a liaison to leadership, administrators, faculty, staff, students, and visitors on behalf of the department and/or University. Establishes and builds positive working relationships with external agencies and organizations. Arranges for accommodations, plans, and coordinates their activities and serves as a representative during their visit.
• Coordinates use of conference rooms and meeting rooms for internal and external users. Maintains calendars for room use and events. Coordinates and makes arrangements for special events, seminars, workshops and activities.  
• With direction from the Executive Administrator, assists in coordinating maintenance of departmental accounts. Prepares data for operating budgets and for financial reports.
  • Prepares analyses and allocates expenses. Coordinates expenditures, equipment, supplies, and services.
  • Coordinates purchasing activities related to technologies, including obtaining vendor quotations, processing purchase requisitions, monitoring invoices, reconciling expenditures, and supporting annual contract renewals.
• Shares information, policies, and operations procedures to faculty, staff, students, parents, and visitors. Interacts with external and internal individuals. Prepares various administrative reports.
• Provides support to a department, including preparing and reviewing reports and documents, attending meetings and taking minutes, overseeing office management systems, and screening and directing calls.
  • Maintains and updates the Nursing Unit and Administrative Phone Directory and Nurse Manager and Assistant Director distribution lists on a monthly basis to ensure accurate communication resources for clinical and administrative staff.
• Provides secondary administrative support for the Chief Nursing Executive (CNE), including calendar management and scheduling, processing expense reports, and assisting with travel arrangements when the Executive Administrator is unavailable.  
• Coordinates and develops informational materials, presentations, and communications of various departmental related publications.
• Coordinates and oversees highly confidential matters pertaining to the department and other duties as assigned.

Minimum Education & Experience:

• Associate's degree and 3 years of progressively responsible experience in administrative support required
• Or equivalent combination of education and experience

Knowledge, Skills & Abilities:

• Proficiency with Microsoft Suite, FileMaker Pro, virtual collaboration tools (Zoom, Box), Adobe, etc. required
• 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 required
• Ability to effectively communicate and interact, both verbally and in writing, with all people required
• Intermediate knowledge of hardware and software functionality preferred
• Knowledge of communication systems and mobile device management, including inventory control, asset tracking, vendor coordination, purchasing processes, and equipment lifecycle management preferred.
• Experience coordinating technology-related administrative processes specifically related to SharePoint and Umbraco, contract administration, purchasing, and maintaining accurate operational records preferred.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture 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 characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.